con.   iJept.    Kcon .    TV 


flit!     I A 


Indexing  and  Filing 

A   Manual   of  Standard 
Practice 


By 
E.  R.  HUDDERS 

Certified   Public  Accountant;    Member,  The  American 

Institute  of  Accountants,  The  National  Association  of 

Cost  Accountants,  The  Society  of  Industrial  Engineers, 

The  American  Statistical  Association 


(Seventh  Printing) 


NEW  YORK 

THE    RONALD    PRESS    COMPANY 

1920 


COPYRIGHT  1916 

BY 

THE  RONALD  PRESS  COMPANY 


•'    -'--  . 


Preface 


In  presenting  this  volume  it  seems  desirable  that  a  brief 
sketch  be  given  covering  the  development  in  the  field  of 
indexing  and  filing. 

Less  than  two  generations  ago  the  business  man  handled 
all  of  his  correspondence  from  the  opening  of  a  communica- 
tion to  its  filing,  and  the  man  who  had  sufficient  correspond- 
ence to  require  the  services  of  an  amanuensis  was  the  excep- 
tion rather  than  the  rule.  The  number  of  papers  handled 
was  so  limited  that  the  filing  question  was  a  more  or  less 
negligible  one,  the  usual  procedure  being  to  jab  the  paper  on 
a  stick  or  spindle  file,  or  else  stow  it  away  in  the  drawer  of 
a  counter  or  cupboard. 

Since  then  the  growth  of  the  country,  changes  in  conditions 
and  new  inventions  have  made  it  possible  to  transact  business 
in  hours  and  even  in  minutes  that  formerly  required  days, 
weeks,  or  months,  and  with  this  growth  has  come  an  enormous 
increase  in  the  volume  of  papers  to  .be  handled.  To  meet  the 
demand  for  better  filing  equipment  that  naturally  arose 
with  this  increased  volume  of  paper,  the  first  systematic  filing 
device  was  developed — the  box  file.  This  consisted  of  a  box, 
its  cover  opening  like  a  book,  with  twenty-five  or  twenty-six 
pages  or  pieces  of  manila  paper,  tabbed  with  the  letters  of 
the  alphabet  and  fastened  into  the  box  at  one' side,  the  papers 
being  filed  between  these  sheets. 

The  box  file  was  followed  by  the  flat  file,  which  was  a  de- 
velopment of  the  box  file  in  more  permanent  form,  the  paste- 
board box  being  replaced  by  a  wooden  drawer.  The  internal 
arrangement  of  the  index  sheets,  however,  remained  the  same 
with  the  exception  that,  with  the  increased  volume  of  mate- 
rial to  be  handled,  it  was  found  advisable  to  make  a  finer 
subdivision  of  the  alphabet,  splitting  it  up  into  several  draw- 


440102 


iv  PREFACE 

ers,  each  containing  a  portion  of  the  alphabetic  divisions  in 
sequence. 

At  this  time  the  card  index  had  been  in  use  a  number  of 
years  in  public  and  private  libraries  and  to  a  limited  extent 
in  commercial  organizations,  but  it  was  as  late  as  1890  be- 
fore any  attempt  was  made  to  introduce  the  vertical  filing 
of  papers.  Even  then  the  organizations  that  looked  upon  the 
filing  question  as  anything  more  than  a  necessary  evil,  to  be 
handled  as  cheaply  as  possible,  were  exceptions,  and  the 
pioneers  in  the  filing  equipment  field  found  educational  work 
one  of  the  important  features  of  their  business. 

During  the  ten  years  following  1890,  the  use  of  the  card 
index  developed  much  faster  than  that  of  the  vertical  file, 
having  had  the  earlier  start,  and  the  twentieth  century  had 
arrived  before  the  vertical  file  had  made  any  appreciable 
headway,  and  in  a  great  many  instances  where  the  vertical 
file  was  installed  the  organization  still  retained  copies  of  its 
outgoing  mail  in  bound  tissue  copy  books,  filing  only  the 
incoming  mail  in  the  files.  However,  with  the  increased  use 
of  carbon  paper  as  a  means  of  duplication,  together  with  the 
invention  of  a  machine  that  made  it  possible  to  obtain  loose 
tissue  duplicates,  the  copies  of  outgoing  letters  have  been 
gradually  merged  into  the  files  with  the  incoming  letters 
until  the  practice  has  become  almost  universal. 

As  already  indicated,  one  of  the  stumbling  blocks  to  ad- 
vancement has  been  the  lack  of  importance  attached  to  the 
indexing  and  filing  question,  evidenced  in  many  instances  by 
the  relegation  of  the  work  to  the  office  boy — a  personage 
whose  position  in  an  office  is  likely  to  have  more  occupants 
in  a  given  time  than  any  other  in  the  organization. 

Numerous  dissertations  have  been  written  on  the  office  boy 
and  a  composite  of  such  writings  might  not  show  him  up 
any  worse  or  better  than  the  average  employee.  The  fact 
stands,  however,  that  he  has  seldom  had  the  requisite  expe- 
rience to  permit  him  to  attach  sufficient  importance  to  the 
necessity  of  careful  copying  of  the  outgoing  mail  (if  a  copy 
book  is  in  use),  the  proper  indexing  of  same,  and  the  correct 


PREFACE  v 

filing  of  incoming  mail.  Still  worse,  every  time  an  office  boy 
leaves  the  organization,  which  is  not  infrequently,  it  means 
that  a  new  boy  must  be  broken  in  to  the  work  of  indexing 
and  filing. 

With  the  realization  of  these  drawbacks  to  the  utilization 
of  the  office  boy  as  a  filing  clerk,  came  the  shifting  of  the 
indexing,  and  subsequently  the  filing,  to  a  stenographer  or 
clerk.  In  instances  where  the  stenographers  or  clerks  had 
the  time  to  handle  this  work  in  addition  to  their  regular  work 
the  change  worked  out  satisfactorily.  In  some  instances, 
however,  this  work  fell  to  the  lot  of  an  employee  whose  regu- 
lar duties  left  but  little  time  for  other  work,  with  the  conse- 
quent result  that  the  indexing  and  filing  was  never  up-to- 
date.  Whenever  this  occurred  it  not  only  meant  delays  in 
finding  papers  but  in  some  instances  occasioned  direct  loss 
of  business  besides  the  time  spent  in  hunting  for  the  papers. 

There  are  perhaps  individual  cases  where  it  may  be  ad- 
visable, owing  to  the  confidential  nature  of  the  papers  or  to 
other  conditions,  to  keep  the  filing  in  the  hands  of  a  stenog- 
rapher or  secretary,  but  the  number  of  concerns  that  have 
installed  the  file  clerk  as  a  permanent  member  of  their  staff 
is  increasing  constantly.  This  tendency  is  indicated  by  the 
fact  that  schools  all  over  the  country  teaching  commercial 
subjects  are  establishing  courses  in  indexing  and  filing,  and 
special  schools  are  being  established  where  these  subjects  are 
being  taught  exclusively. 

The  general  rules  evolved  and  promulgated  for  the  index- 
ing and  filing  of  papers  naturally  followed  more  or  less  along 
the  lines  of  library  practice,  which  was  the  first  to  be  worked 
out.  This  gave  a  fairly  good  basis  for  business  practice,  but 
its  limitations,  due  not  to  the  extent  of  the  field  of  knowledge 
but  to  the  fact  that  library  practice  involved  only  certain 
types  of  files  and  records,  precluded  the  use  of  such  rules  in 
their  entirety.  In  fact,  the  records  of  commercial  organiza- 
tions differed  so  radically  from  those  of  the  library  that  it  was 
quickly  found  that  only  the  basic  rules  or  principles  used  in 
the  library  could  be  retained.  This  meant  the  establishment 


vi  PREFACE 

of  new  rules  to  meet  the  conditions,  some  of  them  tried  out 
as  experiments  and  discarded,  others  adopted,  though  some 
of  these  apply  only  to  individual  organizations. 

This  volume  has  been  written  with  the  idea  of  codifying 
the  rules  covering  the  indexing  and  filing  of  records  such  as 
would  ordinarily  be  found  in  commercial  organizations. 
Some  of  its  chapters  are  applicable  to  the  filing  of  profes- 
sional, semiprofessional  and  institutional  records,  but  these 
cannot,  on  account  of  the  limitations  of  space,  be  full,  and  it 
is  the  intention  of  the  author  to  cover  these  more  specifically 
in  supplemental  publications. 

It  is  to  be  expected  that  there  will  be  differences  of 
opinion  as  to  some  of  the  rules  and  statements  set  forth ; 
some  of  these  are  noted  by  exceptions  following  the  text; 
others  that  are  not  noted  may  carry  equal  or  greater  weight. 
Omissions  of  this  nature  should  not  be  taken  as  a  declaration 
on  the  part  of  the  author  that  such  differences  of  opinion  are 
negligible,  the  individual  case  under  consideration  being  the 
governing  factor. 

It  must  be  kept  in  mind  in  the  use  of  this  work  that  no  two 
organizations,  even  in  the  same  line  of  business,  can  operate 
under  exactly  the  same  system,  and  modifications  or  amplifica- 
tions of  the  methods  here  described  must  be  made  as  they  are 
found  necessary. 

Acknowledgment  is  due  the  various  manufacturers  of  filing 
equipment  and  supplies  for  information  furnished  in  con- 
nection with  their  equipment  and  for  the  loan  of  a  number 
of  the  cuts  used  in  illustrating  this  volume. 

The  author  is  indebted  to  the  Library  Bureau  and  a  num- 
ber of  the  representatives  of  its  sales  organization,  for  many 
facts  and  valuable  suggestions  as  well  as  access  to  their  in- 
formation files,  making  possible,  in  many  instances,  the  use 
of  concrete  examples. 

The  author  also  takes  this  opportunity  of  thanking  Miss 
Helen  M.  Nellis  for  her  many  helpful  suggestions  and  for 
her  efficient  work  in  reviewing  the  manuscript  of  this  volume. 

If,  in  his  presentation  of  the  subject,  the  author  has  been 


PREFACE  vji 

able  to  clear  up  some  of  the  obscure  points,  and  at  the  same 
time  set  forth  the  basic  principles  necessary  to  the  establish- 
ment of  a  manual  of  standard  practice  instructions  in  this 
field,  the  purpose  of  the  volume  will  have  been  accomplished. 

E.  R.  HUDDERS. 

New  York  City, 
December  6,  1915. 


CONTENTS 


PAGE 

CHAPTEK  i.     TERMINOLOGY  AND  DEFINITIONS    ....        1 

A  glossary  of  the  terms  used  in  filing,  with  defini- 
tions and  illustrations. 

CHAPTER  II.     INDEXES 23 

Types  of  indexes.  The  bound  index,  loose-leaf  index, 
card  index,  and  visible  index.  Their  values  and  limita- 
tions. 

CHAPTER  III.     RULES  FOR  WRITING  INDEXES     ....      27 

Quality,  weight,  color,  size,  ink,  rulings  of  cards. 
Indexing  rules.  Arrangement  of  names,  titles,  subjects, 
etc.  Cross-indexing  and  cross-referencing. 

CHAPTER  IV.     RULES  FOR  FILING  INDEX  CARDS     ...      38 

Filing  of  names,  titles,  subjects,  etc.  Guides  and 
their  use.  How  to  prepare  guide  copy. 

CHAPTER  V.     FILING  OF  PAPERS 56 

Filing  of  carbon  copies.  Color  of  paper  used  for 
carbon  copies.  Collecting  and  sorting  papers  for  the 
files.  How  they  should  be  put  in  the  files.  Tickler  or 
follow-up  systems.  Elimination  of  papers  from  the 
desks. 

CHAPTER  VI.     DIRECT  ALPHABETIC  FILING 67 

Advantages  and  disadvantages.  Where  it  can  be 
used,  its  limitations. 

CHAPTER  VII.     ALPHABETIC-NUMERIC  FILING  ....       73 

Development  of  a  numeric  sequence  parallel  to  the 
divisions  of  the  alphabet  as  a  checking  or  locating  fea- 
ture. The  two-name  system  with  the  numeric  check 
maintained  or  established  by  a  chart,  all  papers  being 
indexed  from  the  chart. 

CHAPTER  VIII.     NUMERIC  FILING 80 

Its  superiority  to  other  forms  of  filing  when  it  is 
properly  maintained.  Classes  of  records  best  handled 
under  this  system.  Time  necessary  to  index  as  a  draw- 
back, where  it  is  more  than  offset  by  other  advantages 
gained. 

ix 


x  CONTENTS 

PAGE 

CHAPTER  IX.    GEOGRAPHIC  FILING 87 

Arrangement  of  material.  Where  this  method  can 
be  used  advantageously. 

CHAPTER  X.     SUBJECT  FILING .93 

The  small  subject  file  alphabetically  arranged.  Adap- 
tations of  the  decimal  notation  to  the  subject  file.  The 
numeric  system  compared  with  other  methods. 

CHAPTER  XI.     LOST  PAPERS 100 

Misfiling  and  its  causes.  Where  to  look  for  lost 
papers.  How  to  reduce  to  a  minimum. 

CHAPTER  XII.     TRANSFERRING 106 

Transferring  controlled  to  a  large  extent  by  the 
method  of  filing  and  peculiarities  of  the  business.  Va- 
rious methods.  Destroying  of  papers;  statutes  of  limi- 
tations a  factor.  Floor  space  question. 

CHAPTER  XIII.     CENTRAL  FILING  DEPARTMENT    .     .     .     115 

Its  advantages  and  drawbacks.  Routine  necessary 
to  handle. 

CHAPTER  XIV.     CLASSING  AND  GROUPING  OP  RECORDS    .     121 

Method  of  making  surveys.  Data  required  and  pro- 
cedure to  obtain  same.  Analysis  of  the  data.  Planning 
of  the  files.  Size  of  the  organization,  number  of  depart- 
ments and  their  relation  to  the  files.  Need  of  stand- 
ardized terminology.  Nature  of  the  business  and  its 
methods  of  operation  as  factors. 

CHAPTER  XV.     NOTATION 130 

Capacities  and  classes  of  work  to  which  various 
forms  and  methods  of  notation  are  best  adapted.  Com- 
parison of  various  forms  and  methods  of  notation. 

CHAPTER  XVI.     INFORMATION  AND  DATA  FILES    .     .     .     136 

The  expansion  of  the  subject  files.  Periodical  and 
bound  literature.  Clippings  and  their  care.  The  com- 
mercial library. 

CHAPTER  XVII.     CATALOG  AND  PAMPHLET  FILING    .     .152 

Alphabetic  arrangement  and  its  disadvantages.  Nu- 
meric system  with  card  index.  Group  numeric  system. 
Filing  equipment  for  catalogs  and  pamphlets.  Shelving 
for  catalogs.  Standardizing  catalog  sizes. 

CHAPTER  XVIII.     PURCHASE  RECORDS 161 

Filing  of  requisitions,  purchase  orders,  receiving 
records  and  purchase  invoices.  Quotation  and  auxiliary 
records. 


CONTENTS  *i 

PAGE 

CHAPTER  XIX.     SALES  RECORDS 166 

Statistics  for  the  sales  manager.  The  essential 
records  and  how  to  file  them. 

CHAPTER  XX.     CREDIT  RECORDS 171 

Piling  of  credit  information.  The  credit  index.  Re- 
lation of  the  credit  files  to  the  general  correspondence 
files. 

CHAPTER  XXI.     FILING  OF  SALES  INVOICES 175 

The  bound  day  book.  Loose-leaf  binders.  Alpha- 
betic filing.  Numeric  filing.  Loose  copies  of  individual 
invoices  filed  vertically.  The  accounting  department  as 
a  factor  in  the  method  of  filing  this  class  of  papers. 

CHAPTER  XXII.     FILING  OF  PURCHASE  INVOICES  .     .     .     178 

Plan  must  conform  to  the  accounting  department's 
requirements.  Group  system.  When  advantageous  to 
file  with  correspondence.  Voucher  system.  Invoice 
register  system. 

CHAPTER  XXIII.     CHECK  AND  VOUCHER  FILING  .     .     .     181 
In  the  commercial  office.    In  the  bank. 

CHAPTER  XXIV.     FILING  OF  ELECTROTYPES  AND  CUTS  .     184 

Numbering  and  indexing  of  cuts.  Record  of  origi- 
nals. Filing  of  cuts.  Records  of  cuts  taken  out  to  be 
used. 

CHAPTER  XXV.     FILING  EQUIPMENT 189 

Filing  cabinets.  Types  of  filing  systems  and  descrip- 
tion of  them.  Question  of  standard  sizes.  Glossary  of 
filing  supplies. 

CHAPTER  XXVI.     FILING  IN  LAWYERS'  OFFICES    .     .     .    215 

Advantages  of  numeric  filing.  Indexing.  Legal 
terms  used  in  filing.  Filing  of  papers.  Use  of  letter 
backs,  binder  folders,  case  folders,  and  guides.  Trans- 
ferring. Handling  of  miscellaneous  correspondence. 
The  diary.  Day  or  service  slips.  The  register.  Hand- 
ling digests  and  opinions.  Care  of  legal  blanks. 

CHAPTER  XXVII.     ARCHITECTURAL  FILING 227 

Divisions  of  the  files.  Alphabetic  filing.  Specifica- 
tion classification.  Numeric  filing.  Indexing.  Hand- 
ling drawings  and  blue-prints. 


xii  CONTENTS 

PAGE 

CHAPTER  XXVIII.    ARCHITECTURAL  FILING  (Continued)    242 

Trade  and  general  files  alphabetically  arranged.  Nu- 
merically arranged.  Indexing.  Catalogs  and  price  lists. 
Library.  Classification  of  architectural  plates,  photo- 
graphs, and  drawings.  Receiving  and  delivery  records. 
Collection  of  file  papers.  Transferring. 

CHAPTER  XXIX.     FILES  OF  AN  ACCOUNTANT   ....    258 

Divisions  of  the  files.  Filing  of  papers.  Alphabetic 
filing.  Numeric  filing.  Indexing.  Handling^of  general 
correspondence.  Information  and  data  files.  Classifica- 
tion of  subjects.  Tickler  or  follow-up  files. 


Indexing  and  Filing 

CHAPTER   I 
TERMINOLOGY    AND    DEFINITIONS 

1.  ALPHABETING.     The  final  arrangement  of  a  series  of 
index  cards,  folders,  or  other  material  to  be  filed,  in  strictly 
alphabetic  or  dictionary  arrangement. 

2.  CARD  SYSTEM.     A  method  of  keeping  track  of  facts, 
figures,  names,  or  data  of  any  sort  by  means  of  cards  of 
uniform  size,  arranged  on  edge  in  a  tray  or  drawer  alpha- 
betically, numerically,  geographically,  or  any  other  way  that 
will  best  meet  the  requirements. 

3.  CATALOG.     A  list  of  books  or  articles  contained  in  a 
collection  recorded  by  title,  subject,  and  author. 

4.  CATCHWORD.      A    method    of    indexing    developed    in 
library  work,  in  which,  from  the  title  of  the  book  or  article, 
the  word  or  words  are  selected  which  describe  or  appear  to 
describe  its  subject. 

5.  CHECKING.      The    reading    of    cards    or    index    sheets 
against  original  copy  to  see  that  same  has  been  transcribed 
correctly  in  all  details.     This  differs  from  proof-reading  in 
that  a  proof-reader — except  when  reading  from  copy — reads 
and   judges   almost   entirely  by   context,   whereas   checking 
means  that  all  details  of  spelling,  transcription  of  figures, 
etc.,  must  be  verified. 

6.  CLASSING.     Sometimes  termed    GROUPING,  is  the  act  of 
arranging    names,    subjects,    etc.,    in    general    divisions    or 

1 


INDEXING   AND   FILING 

groups,  each  of  which  will  be  further  divided  or  rearranged 
as  required. 

7.  CROSS  REFERENCE.     The  insertion  of  a  card  or  sheet 
of  paper  in  a  file,  setting  forth  that  information  regard- 
ing the  title  subject,  or  a  ramification  of  it,  will  be  found 
in  such  places  as  are  designated  on  the  card  or  sheet  of  paper. 

8.  In   subject   or   information   filing,   the   cross   reference 
inserted  in  the  folder  is  more   satisfactory   than   carrying 
such  references  on  the  index  card. 

9.  DICTIONARY  ARRANGEMENT.     The  arrangement  of  sub- 
jects,  names,   etc.,   in   absolute   alphabetic   sequence   taking 
each  word  into  consideration  with  the  next  word  as  to  every 
letter  the  words  contain,  as  in  the  dictionary. 

10.  The  following  list  illustrates  a  series  of  names  in  this 
arrangement : 

Banks  Bingham  Brady 

Barr  Black  Brennan 

Baxter  Blenheim  Brinton 

Beck  Block  Brown 

Beggs  Blythe  Bryce 

Behrens  Boston  Budd 

Billings  Boyd  Byington 

11.  DIGEST.     A   memorandum   setting   forth   in   sufficient 
detail  to  avoid  distortion  or  misstatement,  the  essential  data 
as  contained  in  a  paragraph,  chapter,  or  book  in  relation 
to  a  certain  phase  of  a  given  subject. 

12.  This  term  is  used  more  frequently  in  connection  with 
subject  or  information  and  data  files,  being  applied  in  most 
instances  to  the  analysis  of  a  statement  in  tangible  form 
(print  or  otherwise)  that  can  be  referred  to  if  necessary. 

13.  DIRECTORY  ARRANGEMENT.    This  arrangement  is  equiv- 
alent to  the  dictionary  arrangement,  the  distinction  being 
made  that  the  latter  would  apply  to  single  words,  names, 


TERMINOLOGY    AND     DEFINITIONS  3 

or  subjects,  while  the  term  "directory  arrangement"  would 
apply  to  lists  of  names  (surnames,  given  names,  and  initials, 
or  firm  names,  as  found  in  street  and  classified  directories) 
arranged  according  to  accepted  rules;  e.g.: 

Banks,  Arthur  D.  Barr,  David 

Banks,  Benjamin  F.  Barr  Dry-Goods  Co. 

Banks,  C.  S.  Barr,  Ernest  L. 

Banks,  Charles  Barr,  Francis  T. 

Barr,  Allan  S.  Barr  Furniture  Co. 
Barr,  Arthur  F. 

14.  DRAFT   COPY.     The  original  or  rough  copy  used  to 
create  a  classification,  index,  or  file. 

15.  FILE,  Box.     One  of  the  earliest  forms  of  filing,  using 
a  heavy  cardboard  box  which  usually  opened  from  the  side, 
like  a  book.     This  contained  an  index  consisting  of  twenty- 
five  or  twenty-six  sheets  of  manila  paper,  tabbed  with  the 
letters  of  the  alphabet  and  fastened  into  the  box  at  one  side, 
the  papers  being  filed  between  these  sheets. 

16.  FILE,  FLAT.     A  development  of  the  box  file  due  to 
increase  in  the  volume  of  material  to  be  filed,  being  a  wooden 
drawer  with  tabbed  sheets  fastened  in  one  side  of  the  drawer 
as  in  the  box  file,  but  usually  only  containing  a  portion  of 
the  alphabet  to  a  drawer,  same  being  more  closely  subdivided. 

17.  PILE,    VERTICAL.      This,    as   its   name   implies,    is    so 
constructed  as  to  allow  papers,  cards,  or  other  materials  to 
be  filed  on  edge,  either  with  or  without  the  use  of  guides 
and  folders. 

1 8.  These  files  vary  in  size  according  to  the  size  of  the 
records  to  be  filed,  the  volume  of  material  to  be  handled 
governing  the  number  of  file  drawers  or  cabinets  used. 

19.  FILING — ABSTRACT   METHOD.      Each   letter   or   paper 
received  or  sent  is  given  a  number  in  consecutive  order,  and 


4  INDEXING   AND   FILING 

a  synopsis  of  the  letter  or  paper  is  written  in  a  book  register 
under  the  date  and  number  of  the  letter.     (Obsolete.) 

20.  FOLDERS.     As  used  in  vertical  filing  this  is  a  sheet 
of  paper  or  card  stock  (usually  manila  or  fibre)  folded  over 
once,  leaving  three  sides  open,  the  fourth  side  (at  the  fold) 
becoming  the  bottom  of  the  container.    The  front  flap  of  the 
folder  is  usually  a  half  inch  lower  than  the  back  flap. 

21.  FOLDERS,  STRAIGHT-EDGED.    As  the  name  implies,  these 
folders  have  a  straight-cut  edge  at  top  of  both  front  and 
back  flaps. 

22.  FOLDERS,  TABBED.    These  folders  have  a  projection  or 
tab  at  the  top  of  the  back  flap,  on  which  is  written  the  title, 
subject,  or  name  applying  to  the  contents  of  the  folder. 

23.  FOLDERS,    EXPANSION.      Also    known    as    ACCORDION- 
PLEATED  FOLDERS,  have  additional  folds  at  the  bottom  allow- 
ing for  the  filing  of  a  greater  volume  of  papers  than  would 
be  possible  in  the  regulation  folder. 

24.  FOLDERS,   BINDER.     A    folder   made   of   heavy   stock 
having  a  compression  spring  clip  on  the  binding  or  fold  side, 
or  else  a  fastening  device  that  will  permit  of  papers  being 
fastened  into  the  folder  either  temporarily  or  permanently. 


25.    FOLLOW  BLOCK.     A  movable  partition,  either  metal 


TERMINOLOGY    AND    DEFINITIONS  5 

or  wood,  placed  or  fastened  in  a  card  index  or  vertical  file 
tray  or  drawer,  adjustable  so  as  to  support  the  material  in 
a  vertical  position. 

26.  GUIDES.     A    guide   is   a   piece   of  paper,    cardboard, 
pressboard,  or  metal  having  a  projecting  tab  above  the  body 
size  of  the  guide,  the  tab  carrying  a  written  or  printed  des- 
ignation for  tne  purpose   of  indicating  the  material  filed 
behind  the  guide. 

27.  "When  guides  are  used  with  the  tabs  or  projections 
in  different  positions,  each  position  succeeding  the  previous 
one  from  left  to  right  in  a  given  number  of  positions,  the 
arrangement  is  designated  by  the  term  "staggered  positions/' 


\_ 

X 

\ 

n. 

\ 

Fifth  Cut 

Guides 

__^*  — 

-  staggered 
—  \- 

positions 

\ 


\ 


Third  Cut  Guides  -  staggered  positions 


\ 


28.  The  tab  positions  of  guides  are  determined  by  the 
number  of  times  the  width  of  the  projection  will  divide  into 
the  width  of  the  guide  card.    Third-cut  guides  will  give  three 
positions  of  tab;  fifth-cut  guides,  five  positions,  etc. 

29.  Check-sorter  or  rod  projection  on  a  guide  is  the  por- 
tion of  the  guide  extending  below  the  body  size  of  the  guide, 
eyeleted  to  permit  of  a  rod  being  run  through  the  eyelets 
of  all  the  guides  in  a  drawer  so  as  to  hold  the  guides  in  place. 


INDEXING   AND   FILING 


Sower  portion  of  guide  card  showing  ohecfc  sorter  projection 


o 


30.  Celluloided  guides  are  the  same  as  the  guides  described 
in  §  26,  excepting  that  the  tab  projection  and  the  adjacent 
portion  of  the  body  of  the  guide  is  covered,  front  and  back, 
with  transparent  celluloid  after  the  tab  of  the  guide  is  printed, 
the  celluloid  being  cemented  to  the  guide  stock. 

31.  This  reinforces  the  guide  at  its  weakest  point  so  that 
it  will  outwear  the  plain  guide  three  or  four  times  over,  and 
at  the  same  time  it  prevents  the  soiling  of  the  tab  in  handling. 


\ 


and  area  enclosed  by  dotted  line  covered  with  celluloid 


32.    Inset  ceiluloided  guides  are  provided  with  two  shoul- 
ders of  solid  celluloid  dovetailed  into  the  guide  projection 


New  York 


Shaded  portions  represent  celluloid  insets 

Tab  and  area  enclosed  by  dotted 

lines  covered  with  celluloid 


TERMINOLOGY    AND     DEFINITIONS 


over  which,  the  transparent  celluloid  covering  is  cemented, 
making  the  most  durable  guide  of  this  type  on  the  market. 

33.  Opaque  celluloided  guides  are  made  up  in  the  same 
manner  as  the  regular  celluloided  guides,  with  the  exception 
that  opaque  celluloid  is  used  to  provide  a  writing  surface 
that  will  allow  changing  of  the  designation  written  on  the  tab. 

34.  Metal-tip  guides  are  usually  made  with  the  body  of 
pressboard  stock,  the  metal  tip  or  label  holder  being  riveted 
to  the  top  edge  of  the  guide  so  as  to  permit  of  the  insertion 
and  removal  of  a  label  as  desired. 


800 


O        O 


35.     Another  form  of  metal-tipped  guide  is  made  with  a 


Shaded  portions  represent  metal  reinforcement 


8 


INDEXING   AND   FILING 


piece  of  metal  riveted  to  the  back  of  body  of  the  guide  and 
folded  over  the  top  edge  of  the  tab  projection,  making  it  a 
metal  reinforced  guide  rather  than  a  metal-tipped  guide.  A 
slip  bearing  the  title  required  is  pasted  on  the  tab  of  the 
guide,  changes  being  made  by  pasting  a  new  label  over  the 
old  one. 

36.  Angle-top  guides,  when  made  with  the  body  of  card 
stock,  have  a  celluloid  projection  riveted  to  the  top  edge 
in  place  of  the  regulation  tab,  so  formed  as  to  permit  of 
the  insertion  of  the  designating  label.  It  is  then  possible 
to  read  the  title  when  looking  directly  down  upon  the  cards. 


/      RancL  Co.,    ll'he       \ 

©                 ©'                O 

37.  A  similar  guide  is  made  of  all  metal,  the  designating 
label  being  covered  with  a  celluloid  sheath,  permitting  the 
changing  of  the  labels  when  desired. 


TERMINOLOGY    AND    DEFINITIONS  9 

38.  GUIDING.     The    insertion    of    guide    cards   at    proper 
intervals  so  as  to  render  a  series  of  cards,  folders,  or  other 
material  accessible  from  the  standpoint  of  quickest  reference. 

39.  INDEX.     "An  index  is  an  instrument  of  search  for 
specific  information  irrespective  of  the  form  of  literature 
embodying  it."* 

40.  An  index  may  be  made  up  in  various  forms — bound 
or  loose-leaf  books,  cards,  or  paper  slips  filed  the  same  as 
cards. 

41.  INDEX,  BOOK.     (1)  An  index  in  book  form.     (2)  An 
index  to  the  text  of  a  book,  usually  included  as  a  part  of 
the  book. 

42.  INDEX,  "BuRR."    A  bound-book  index,  alphabetically 
arranged  with  indent-cut  pages  to  indicate  such  alphabetic 
divisions;  each  page  is  printed  with  the  first  three  or  four 
letters  of  the  names  that  would  be  entered  on  that  page, 
starting  with  the  top  line  and  repeating  the  same  designa- 
tion on  succeeding  lines  as  many  times  as  experience  has 
shown  necessary. 

43.  In  each  instance  the  balance  of  the  name  or  title  is 
filled  in  with  a  pen.     This  form  of  index  does  not  afford 
the  same  flexibility  the  card  index  does,  as  there  is  no  way 
in   which   it   can   allow   for   additions    in   strict   dictionary 
arrangement. 

44.  INDEX,  CHART.    In  some  instances,  owing  to  the  small 
number  of  names  or  items  to  be  listed,  they  are  arranged 
in  some  arbitrary  order,  alphabetic,  geographic,  topic,  etc., 
on  a  card  or  sheet  of  paper  which  is  kept  in  some  convenient 
place  for  reference.     (See  also  "Index,  Visible  Type,"  §  52.) 


*New  York   State  Library   Bulletin  No.  3,  page  7. 


10  INDEXING   AND   FILING 

45.  INDEX,  PHONETIC.    Where  the  vowel  index  brings  to- 
gether names  or  subjects  in  which  the  first  vowel  is  identical 
(see  §  53),  the  phonetic  index  brings  together  names  sound- 
ing alike  when  pronounced,  the  spelling  being  different. 

46.  To  illustrate — one  spelling  of  a  certain  name  having 
a  number  of  variations  would  be  accepted  as  a  standard,  all 
the  variations  being  filed  as  though  spelled  the  accepted  way. 

47.  In  some  instances  the  standards  have  included  names 
having  the  prefixes,  O ',  Me,  Mac,  etc. : 

CONNOR  NEIL  REILLY 

Connors  Neill  Riley 

Conner  O'Neill  Rily 

O'Connor  McNeil  O'Reilly 

48.  The  value  of  this  form  of  index  is  evident  principally 
in  charity  organization  lists,  where  the  applicant  for  relief 
spells  the  name  a  different  way  every  time  a  call  is  made 
upon  the  organization  for  assistance. 

49.  Some  insurance  companies  have  adopted  this  method 
of  filing  the  cards  indexing  policy-holders,  on  account  of  the 
variations  in  the  spelling  of  common  names. 

50.  Whenever  this  form  of  index  is  used,  either  as  a  basic 
method,  or  as  an  auxiliary  written  within  some  other  type 
of  index,  it  will  be  necessary  to  file  a  cross-index  card  under 
each  variation  referring  to  the  accepted  spelling. 

51.  In  addition  to  this,  a  list  should  be  maintained  show- 
ing the  accepted  spelling  as  a  heading,  with  the  variations 
listed  under  it. 

52.  INDEX,  VISIBLE  TYPE.     An  arrangement  of  cards  or 
slips  in  a  metal  frame,  or  series  of  frames,  so  that  either 
all  or  a  portion  of  every  card  or  slip  in  the  frame  is  visible, 
at  the  same  time  permitting  the  insertion  of  additional  slips 
or  cards  in  their  proper  sequence. 


TERMINOLOGY    AND     DEFINITIONS 


II 


"<==^ 

\ 

100 

Duncan  Albert  82345 
41  Lafayette  Place 

50 

Duncan  BenJ.F.  57264 
432  W.  90th  St. 

ICO 

Duncan  James  lira.                                       57391 
641  PaliBsde  Ave. 
YonJcers.    N.Y. 

200 

Duncan  Wm.  J.  37185 
328  Broadway 

\.            rf 

100 

Dutton  Chas.T.U.  94376 
32  Vail  St. 

Du 

bO 

Dutton  U.&  Co.  75823 
738  Pourth  Are. 

/           \ 

X**"" 

•^^T 

.  ______J 

•*^ 

r 

Visible  Index  Frame. 


12  INDEXING   AND   FILING 

53.  INDEX,  VOWEL.     An  index  which  arranges  the  mate- 
rial, names,  subjects,  etc.,  primarily  according  to  the  first 
letter  of  the  word  and  then  according  to  the  first  vowel  that 
follows,  disregarding  all  intervening  consonants. 

54.  Taking  names  starting  with  B  as  an  illustration,  we 
find  a  distribution  reading: 


A 

E 

I 

0 

U 

Banks 
Black 
Brady 
Barr 

Brennan 
Beck 
Blenheim 
Behrens 

Bingham 
Brinton 
Billings 

Brown 
Boston 
Block 
Boyd 

Buck 
Budd 

Byington 

Blythe 

Bryce 


55.  This  method  evidently  originated  in  connection  with 
the  use  of  the  bound  index  which  allowed  a  page  or  two  to 
each  letter  of  the  alphabet,  and  was  .resorted  to  in  order  to  ac- 
complish some  further  distribution  than  obtained  by  the  first 
letter  of  the  word. 

56.  An  analysis  of  the  illustration  given  in  §  54,  and  a 
comparison   with   the   same   names   listed   under   dictionary 
arrangement  in  §  10,  will  show  the  weak  points  of  the  vowel 
index,  particularly  as  to  its  lack  of  arrangement,  requiring 
the  eye  to  run  down  the  entire  column  to  get  a  name  that 
should  be  at  the  top  of  the  list  if  properly  arranged. 

57.  INDEXING.     The  tabulation  of  specific  information  on 
an  index  (book,  card,  or  other  form),  indicating  where  mate- 
rial relating  to  the  individual  or  subject  can  be  found. 

58.  INDEXING,  CROSS-.      The    insertion    of    an    additional 
card  or  entry  under  another  heading  referring  to  the  place 
in  which  material  on  the  subject  or  related  subjects  can  be 
found,  citing  the  subject  under  which  it  has  been  indexed. 

59.  INDEXING,    SUB-.     The  arrangement    of    subtitles    on 
an  index  card  or  sheet  showing  the  subdivisions    of  a  file, 


TERMINOLOGY    AND     DEFINITIONS  13 

all  of  these  subtitles  being  cross-indexed  as  illustrated  on 
page  36. 

60.  INVERSIONS.     Transpositions  of  the  words  or  names 
composing  a  subject,  title,  or  name  in  order  to  emphasize 
the  most  important  phase.     This  practice  is  almost  univer- 
sally used  in  making  up  indexes  containing  names  of  persons. 
(See  Chapter  III,  "Rules  for  Writing  Indexes.") 

ORIGINAL  ARRANGEMENT  INVERTED 

Bar  Iron  Iron,  bar 

Galvanized  Iron  Iron,  galvanized 

Pig  Iron  Iron,  pig 

Sheet  Iron  Iron,  sheet 

61.  When  inversions  are  made,  the  inverted  terms  should 
be  arranged  in  alphabetic  sequence  whenever  possible. 

62.  NOTATION.     A  method  of  representing  subjects,  their 
divisions,  and  ramifications,  by  signs,  symbols,  letters,  nu- 
merals, or  combinations  of  any  two  or  more  of  them. 

63.  POINT    MEASUREMENT.      Paper    and    card    stock    is 
gauged  as  to  thickness  in  points,  a  point  being  equivalent 
to  one-thousandth  of  an  inch. 

64.  Type  is  measured  by  points,  a  point  in  this  case  being 
equivalent  to  one  seventy-second  of  an  inch. 

65.  Ruling  of  paper  is  measured  by  points,  a  point  being 
equivalent  to  one  seventy-second  of  an  inch,  the  same  as  type 
measurement. 

66.  PUNCHINGS.     When   rods   are   used   in  the   trays  in 
card-index  position,  the  cards  and  guides  must  be  punched 
to  conform  to  the  style  of  the  rod  used. 


INDEXING   AND   FILING 


19 


67.  The  centers  of  circular  punches  1,  6,  and  9  should 
be  in  the  center  of  the  card  1  centimeter  or  %  of  an  inch 
from  the  bottom  edge. 


o 


68.     Punches   numbered   2,   3,    4,    S,    10,    11,    12,    and   15 


No.  2     punch 


TERMINOLOGY    AND     DEFINITIONS  15 

(also  7 A  when  used  alone)  are  centered  at  the  bottom  edge 
of  the  card. 

69.  Number  5  punches  occupy  positions  on  the  ends  of 
the  card,  the  bottom  of  the  punch  being  about  %  of  an  inch 
from  the  bottom  of  the  card. 


No .   5     punch 


70.  Number  7  and  7A  punches  are  used  together  for  off- 
set ledgers,  and  are  placed  as  shown  below,  the  7  punch  to 
the  left  and  the  7A  punch  to  the  right,  measuring  the  dis- 
tance from  the  nearest  side,  this  measurement  varying  ac- 
cording to  the  size  of  the  card  or  sheet. 


Exact  distance 
from  right  edge  of 
card  (a)  to  punch 
must  be  specified 


7A 


Exact  distance 
from  left  edge  of 
card  (x)  to  punch 
must  be  specified 


71.  Number  13  and  7 A  punches  are  used  together,  the  13 
punch  taking  the  place  of  number  7. 

72.  Punches  numbered  14,  16,  17,  18,  and  19  are  loose-leaf- 
binder  punches,  their  location  depending  upon  the  size  and 
make  of  the  binder  used. 


l6  INDEXING   AND   FILING 

73.  READING.    Verification  that  the  material  (cards,  sheets, 
etc.)   has  been  made  up  and  filed  in  proper  sequence,  both 
from  the  standpoint  of  grouping,  and  the  arrangement  within 
the  group. 

74.  REGISTER.    A  record  (book,  cards,  or  sheets)  in  which 
the  subject  matter  (names,  data,  etc.)  is  entered  in  numeric 
or  chronological  order.     It  is  comparable  to  the  accession 
book  or  record  used  in  libraries. 


75.  ROD.     A  piece  of  wire  or  rod,  about  Vs  °f  an 

in  diameter,  used  in  card  index  trays  to  hold  both  cards 
and  guides  in  place. 

76.  In  vertical  files  for  correspondence  and  other  material, 
the  rod  sets  below  the  level  of  the  flooring  of  the  drawer  and 
only  holds  the  guides  in  place  by  means  of  the  check-sorter 
projection  on  each  guide.     A  rod  placed  in  the  card-index 
position  in  a  file  for  correspondence  or  similar  material  would 
mutilate  the  papers  filed. 

77.  Besides  the  round  rod  described  above,  there  are  sev- 
eral types  of  special  rods,  requiring  special  punching  of  cards 
and  guides,  such  as  the  drop  fold,  duplex,  expansion,  and 
crescent  expansion. 

78.  Unless  the  file  containing  the  cards  is  a  reference  file, 
such  as  the  index  in  a  public  library,  it  is  better  practice  to 
use  no  rods  except  in  files  where  the  rod  is  placed  in  the 
check-sorter  position. 

79.  SIGNALS.      A   small   metal    clip    having   compression- 
spring  jaws  to  grip  the  edge  of  the  card  or*  sheet,  a  portion 
of  each  clip  projecting  above  the  top  edge  of  the  card  when 
attached  to  it. 

80.  These  are  used  to  indicate  a  certain  classification  of 
the  material,  or  that  the  subject  matter  on  the  card  requires 
attention  either  immediately  or  at  a  certain  date. 


TERMINOLOGY    AND    DEFINITIONS 


D  GO  (H  HE 


8 1.  The  method  of  using  signals  will  differ  according  to 
the  object  to  be  accomplished,  e.g. : 

(a)  Classification  can  be  accomplished  by  the  use  of  dif- 
ferent-colored signals,  a  given  color  representing  a  certain 
group. 


I   2  3  4  S  6  78  9  10  1 1 12  13  14  IS  16  17  18  19  20  2 17723  24  25  26  27  28  29  30  31 
City  State 

Morristowix. 

Name 


2   3  4-  5  6  78   9  10  II  12  13  14  15  16  17  18  19  20  2 1 7723  24  25  26  27  28  29  30  31 

No.              City  State 

LflZ55 Newcastle 


(b)  Divisions  of  such  groups  can  be  indicated  by  estab- 
lishing a  fixed  position  for  the  signal  to  be  placed. 

(c)  Follow-up  work  can  be  handled  by  having  the  cards 
printed  with  the  months  of  the  year  or  the  days  of  the 
month  along  the  top  edge,  the  signal  being  set  to  the  day 
or  month  the  card  requires  attention. 


INDEXING   AND   FILING 


82.  When  signals  or  markers  of  any  kind  are  used,  a  card 
should  be  inserted  in  the  front  of  the  tray  containing  the 
cards,  indicating  how  such  signals  are  used  and  what  they 
signify,  if  such  designation  is  not  printed  on  each  card. 

83.  SORTING  TRAY.     A  receptacle  fitted  with  guides  or 
compartments  so  arranged  as  to  serve  for  the  sorting  of  the 
material  to  be  filed  according  to  the  general  divisions  main- 
tained, alphabetic,  numeric,  geographic,  or  according  to  the 
contents  of  the  file  drawers. 

84.  TAB  CARDS.     A  card  having  one  or  more  immovable 
projections    (part  of  the  card)    above  the  top  edge  of  the 
card,  such  tabs  being  used  to  develop  certain  classifications 
independent  of  the  arrangement  in  which  the  cards  stand. 


85.     The  use  of  the  tab  card  varies  with  the  nature  of  the 
record,  some  of  its  uses  being : 


TERMINOLOGY    AND     DEFINITIONS  ig 

(a)  To  indicate  the  month  of  expiration  of  life  and  fire 
insurance  policies,  magazine  subscriptions,  contracts,  interest 
accruing  on  stocks,  bonds,  and  mortgages. 


(b)  To  classify  the  names  or  subjects  appearing  on  the 
cards  so  that  the  cards  may  be  arranged  alphabetically  or 
otherwise,  and  still  be  available  by  selection  of  the  tabs  for 
a  certain  class. 


(c)  In  sales  records  to  classify  by  lines  of  business,  also 
to  indicate  prospective  customers  and  follow-ups. 


20 


INDEXING    AND    FILING 


86.  TAB  CARDS,  SERRATED.  Cards  tabbed  in  the  manner 
indicated  in  the  illustration  given  below  are  known  by  this 
name. 


87.  These  are  used  for  listing  of  names  or  subjects  under 
various  classes  applying  to  the  one  name  or  subject,  the  tabs 
that  do  not  apply  being  cut  off. 

88.  TAB  AND  SHOULDER  CARD.     This  type  of  card  is  used 
for  ledger  cards,  stock  record  cards,  etc.,  where  the  cards 
receive  heavy  handling,  the  shoulder  protecting  the  tab  to 
some  extent. 


Nanne 


No. 


DATE 


DEBIT  V         CKEDIT 


,  AU/MHC.E 


89.  THROWING.  The  first  or  rough  sorting  of  cards  or 
other  material  to  general  divisions,  alphabetic,  numeric,  geo- 
graphic, or  other  arrangement.  From  this  rough  arrange- 
ment they  are  reasserted  into  exact  sequence. 


90.     TRANSFER  Box — PAMPHLET  TYPE.     This  is  a  heavy 


TERMINOLOGY    AND    DEFINITIONS 


21 


cardboard  box  with  a  hinged  top  and  side,  in  the  larger  sizes 
usually  made  with  wood  ends  to  give  stability. 

91.  Pamphlet  boxes  should  be  used  when  the  floor  space  is 
limited,  as  they  can  be  put  on  shelving  along  the  walls  and 
partitions  as  high  as  may  be  desired. 


92.  TRANSFER  Box — SHOE  Box  TYPE.  As  its  name  im- 
plies, this  is  a  box  having  the  required  dimensions  as  to  height 
and  width,  fitted  with  a  cover  that  can  be  lifted  off.  The 
objection  to  this  style  of  box  is  the  necessity  of  removing  all 
boxes  above  the  one  to  which  access  is  desired. 


93.  TRANSFER  DRAWER.  A  unit-built  case  of  wood  or  steel, 
consisting  of  an  outer  shell  and  a  drawer  that  fits  into  it. 
These  are  constructed  so  that  they  can  be  stacked  one  upon 
another  and  made  into  a  rigid  stack  by  bolting  together. 


22 


INDEXING   AND   FILING 


94.     TYPING.     The  actual  work  of  typewriting  names,  ad 
dresses,  data,  etc.,  on  cards  or  sheets. 


CHAPTER  II 
INDEXES 

95.  Indexes  vary  radically  in  form,  arrangement,  and  size, 
depending  upon  the  class  of  records  they  cover,  the  amount 
of  subject  matter  to  be  recorded,  how  referred  to,  and  the 
frequency  of  such  reference. 

96.  In  form,  an  index  may  be  a  bound  or  loose-leaf  book, 
a  series  of  cards  or  slips  arranged  in  card  index  trays,  or 
else  in  frames  with  a  number  of  cards  or  slips  visible  at 
one  time. 

97.  BOUND-BOOK  INDEX.     Following  the  principle  of  the 
index  in  printed  volumes,  the  first  development  was  the  in- 


24  INDEXING   AND   FILING 

sertion  of  ruled  sheets  with  indent-cut  pages  or  tab  projec- 
tions for  the  divisions  of  the  alphabet,  these  pages  being 
bound  permanently  into  the  book  such  index  covered. 

98.  This  type  of  index  is  still  used  in  tissue-copy  letter 
books,  bound  ledgers,  minute  books,  and  other  records  of  simi- 
lar character. 

99.  Owing  to  the  necessity  of  turning  constantly  from 
the  entry  to  be  indexed  to  the  index  itself  in  order  to  make 
the  record,  the  next  step  was  to  separate  the  index  from  the 
book  containing  the  record. 

100.  The    index    was   still    retained    in    arbitrary   bound 
form,  with  one  or  more  pages  to  each  letter  of  the  alphabet, 
varying  according  to  the  number  of  entries  it  was  anticipated 
would  be  required. 

101.  LOOSE-LEAF  INDEXES.    With  the  advent  of  loose-leaf 
books,  two  methods  of  indexing  developed : 

102.  The  first  method,  following  the  lines  of  the  bound 
index,  simply  allowed  expansion  as  far  as  the  main  divisions 
(usually  letters  of  the  alphabet)   were  concerned,  affording 
no  opportunity  for  insertions,  except  in  a  limited  way,  un- 
less the  entire  page  was  rewritten. 

103.  Such  indexes  usually  contained  only  the  names,  sub- 
jects, or  references,  indicating  by  volume,  page,  or  paragraph 
numbers  where  the  data  or  material  referred  to  could  be 
found. 

104.  The  second  method  filed  the  material  itself  in  the 
exact  arrangement  of  the  index,   inserting  the  pages  con- 
taining the  records  between  guide  sheets  that  were  either 
tabbed  or  indent-cut,  and  printed  with  alphabetic  or  other 
designations  as  desired. 

105.  This  latter  method  is  in  use  today  in  all  styles  of 
loose-leaf  books,  from  the  pocket  memorandum  book  to  the 
ledger. 


INDEXES  25 

106.  In  common  with  the  bound-book  index,  this  permits 
of  reference  in  rapid  succession  to  as  many  names  or  items 
as  appear  on  a  given  page. 

107.  CARD  INDEX.     The  development  of  the  card  index 
showed  such  flexibility  in  the  method  that  it  superseded  both 
bound  and  loose-leaf  books  in  such  fields  as  indexes  to  ledgers, 
minutes,  correspondence  files;  also  in  direct  records  such  as 
sales,  purchase,  and  manufacturing  data. 

1 08.  Such  indexes  were  almost  invariably  made  up  in  unit 
form,  i.e.,  one  name  or  subject  to  a  card,  the  cards  then  being 
arranged  in  such  sequence  as  might  be  desired. 

109.  This    permits   the   addition   of   new   items  in   their 
proper  places  without  disturbing  the  sequence  as  established. 
With  few  exceptions  the  card  index  has  proven  the  most 
satisfactory  form  of  index. 

no.  These  exceptions  are  usually  found  to  be  instances 
where  it  is  desired  to  consult  by  comparison  a  number  of 
names  or  items  of  a  given  group  without  taking  the  time 
to  turn  from  one  card  to  another ;  while  the  unit  form  permits 
the  examination  of  only  one  card  at  a  time  unless  removed 
from  the  tray  and  spread  on  a  desk  or  table. 

in.  VISIBLE  INDEX.  The  effort  to  combine  the  flexibility 
of  the  card  index  with  the  visible  page  feature  of  the  bound 
or  loose-leaf  index,  resulted  in  the  development  of  the  visible 
form  of  index.  (See  illustrations  under  §  52.) 

112.  This  is  made  up  of  a  series  of  one  or  more  metal 
frames  hinged  or  pivoted  to  a  portable  stand  or  attached 
to  a  wall  bracket,  permitting  these  frames  to  turn  like  the 
leaves  of  a  book;  or  else  with  the  frames  arranged  in  the 
larger-size  card  index  trays  as  multiple  units  in  the  same 
manner  as  cards. 

113.  These  frames  vary  in  height  according  to  the  num- 
ber of  names  or  items,  the  width  usually  allowing  for  the 
writing  of  a  line  a  little  less  than  five  inches  long. 


26  INDEXING   AND   FILING 

114.  The  strip  containing  the  name  and  address  or  other 
data  is  inserted  in  its  proper  sequence,  each  strip   corre- 
sponding to  an  entry  of  one  or  more  lines  in  the  bound  or 
loose-leaf  types  of  index,  or  the  subject  matter  on  one  card 
in  the  card  index. 

115.  This  method  allows  for  the  addition  of  new  material 
and  the  removal  of  obsolete  matter   comparable   with  the 
card  index,  at  the  same  time  providing  the  one  feature  that 
commended  the  book  form  of  index  to  a  great  many  users. 

116.  It  is  not  anticipated  that  the  visible  index  in  any  of 
its  forms  will  ever  supersede  the  card  index,  as  limitations 
present  themselves  the  minute  an  effort  is  made  to  use  it  in 
connection  with  any  record  requiring  the  notation  of  various 
items  from  time  to  time,   such   as   records   of   sales,    pur- 
chases, etc. 

117.  The  field  in  which  the  visible  index  will  give  the 
best  service  will  be  in  lists  of  names  and  addresses,  or  mate- 
rials, required  for  quick  reference,  such  as  customers'  lists 
in   credit   departments,   telephone   directories,   standardized 
lists  of  materials,  and  similar  records. 


CHAPTER  III 

RULES    FOR   WRITING   INDEXES 

118.  "Rules  are   needed   for  index   making   in  order  to 
obtain  uniformity,  but  the  mode  of  working  must  to  a  large 
extent  be  left  to  the  indexer."    (Wheatley.) 

119.  The  process  of  establishing  an  index    (alphabetic), 
no  matter  how  small,  necessitates  a  certain  amount  of  labor 
being   done  to   insure   a   satisfactory   piece   of   work   when 
completed. 

120.  The  steps  necessary  to  accomplish  this  may  be  de- 
scribed as  follows : 

(a)  Preparation  of  copy 

(b)  Selection  of  stock  to  be  used 

(c)  Copying  by  hand  or  on  typewriter 

(d)  Checking  for  all  points 

(e)  Corrections 

(f)  Throwing 

(g)  Alphabeting 
(h)  Reading 

(i)    Guiding 

Cards  for  Indexing 

121.  Cards  for  indexing  or  record  work  should  be  selected 
for  the  particular  use  to  which  they  are  to  be  put,  considering 
same  from  the  standpoints  of  quality,  color,  size,  weight,  rul- 
ing, form,  and  permanency  of  the  record. 

122.  QUALITY  OF  STOCK.     This  will  depend  upon  the  na- 

27 


28  INDEXING   AND   FILING 

ture  of  the  record,  its  permanency,  and  how  much  handling 
the  card  will  receive. 

123.  For  records  of  permanent  nature  or  those  subject  to 
constant  handling,  the  best  grade  of  linen  card  stock  should 
be  used. 

124.  For  records  of  transient  value  a  cheaper  grade  of 
card  stock  can  be  used,  but  it  should  be  a  solid  stock  and  not 
an  index  bristol,  which  is  usually  a  stock  built  up  to  a  given 
thickness  by  a  process  of  pasting  sheets  together  and  sub- 
jecting them  to  pressure. 

125.  For  indexes  to  stencil  lists  where  the  impression  is 
taken  from  the  stencil  on  the  card,  a  soft-finished  card  should 
be  used  as  the  hard-finished  stock  found  satisfactory  in  hand- 
written records  does  not  absorb  the  ink  rapidly  enough  to 
prevent  blurring  of  the  record. 

126.  WEIGHT  OR  THICKNESS.     This  will  depend  upon  the 
quality  of  the  card  used,  it  being  possible  to  use  a  much 
lighter  weight  card  in  a  good  grade  of  stock  than  in  the 
cheaper  grades,  thereby  saving  filing  space. 

127.  The  weight  of  the  card  used  will  also  depend  upon  the 
way  the  cards  are  written.     Using  the  standard  makes  of 
typewriters,  satisfactory  results  can  seldom  be  obtained  with 
card  stock  over  7%  thousandths  of  an  inch  thick.    If  the  cards 
are  written  by  hand  or  on  one  of  the  flat-bed  typewriters,  the 
thickness  of  the  card  need  not  be  considered  from  this  stand- 
point. 

128.  Whatever  thickness  is  adopted  at  the  start  should  be 
maintained  throughout  the  entire  record,  as  two  thicknesses 
of  cards  in  the  same  trays  will  materially  decrease  the  effi- 
ciency in  handling. 

129.  COLOR  OF  CARDS.     In  instances  where  the  operating 
system  is  not  dependent  upon  a  definite  color  scheme  to  dis- 
tinguish classes  of  records,  it  is  recommended  that  buff-col- 


RULES    FOR    WRITING    INDEXES  29 

ored  cards  be  used,  as  there  is  less  refraction  of  light  from 
the  buff  than  from  the  white  cards. 

130.  When  necessary  to  maintain  a  color  scheme,  prefer- 
ence should  be  given  in  the  following  order:    buff,  white, 
salmon,  blue,  green. 

131.  UNIFORMITY  OP  SIZE.      This  is  absolutely  essential, 
as  any  variation  in  size  decreases  the  efficiency  in  handling. 
A  low  card  between  two  higher  ones  is  bridged  by  the  fingers 
and  lost. 

132.  STANDARDS  OP  SIZES.      While  the  size  of  the  card 
used  is  frequently  governed  by  the  number  and  volume  of 
the  items  to  be  recorded,  it  should  be  constantly  kept  in 
mind  that : 

(a)  The  increase  in  the  size  of  the  card  decreases  the 
speed  with  which  the  cards  can  be  handled. 

(b)  The  manufacturers  of  cards  have  established  certain 
standard  sizes  conforming  to  the  sizes  of  cabinets  on  the 
market  carried  by  various  filing-equipment  houses.    Deviation 
from   such   sizes   means   special   equipment   and   additional 
expense. 

133.  FORM  OF  INDEX  CARD.      The  form  of  index  card  il- 
lustrated in  this  chapter  for  indexing  purposes,  may  not 
prove  satisfactory  in  every  instance,  but  it  has  been  found 
satisfactory  in  the  average  commercial  organization  and  to 
a  large  extent  in  the  technical  and  professional  fields. 

134.  INKS.     For  handwritten  cards  a  non-copy,  fluid  blue 
ink,  turning  black  as  it  ages,  will  be  found  the  most  satis- 
factory.    Coal  black  or  aniline  inks  should  not  be  used,  as 
they  tend  to  destroy  the  sizing  of  the  paper  causing  the  ink 
to  spread  and  blur. 

135.  If  colored  inks  are  used  for  any  reason,  care  should 
be  taken  to  see  that  they  are  non-copying. 

136.  TYPEWRITTEN  CARDS,    When  all  or  part  of  the  record 


30  INDEXING   AND   FILING 

is  typewritten,  a  record  ribbon,  preferably  black,  should  be 
used.  A  copying  ribbon  will  blur  and  smudge,  therefore 
should  not  be  used  for  card  work. 

137.  If  cards  are  ruled,  care  should  be  taken  to  see  that 
the  ruling  is  12  points  (6  lines  per  inch)  for  single-space  type- 
writing, or  24  points   (3  lines  per  inch)    for  double-space 
typewriting. 

138.  Allowance  should  be  made  for  the  first  line  at  the 
top  of  the  card  to  be  at  least  24  points  (approximately  l/$  of 
an  inch)  from  the  top  edge. 

139.  STANDARD  RULINGS  OP  CARDS.     Certain  styles  of  rul- 
ings have  been  standardized  by  manufacturers  and  dealers 
in  card  index  supplies,  and  are  usually  carried  in  stock. 

140.  These  rulings  are  designated  as  follows: 


Mo,    1 


Commercial  Index 


No.  2  -  Library  (for  handwritten  cards) 

—^ 

•™N^^» 

._    >  .  —  -^_^~--  ^^ 

No.   3  -  Record  or  Globe 

—  ^          ..             —         ^  —  ^—-J 

*—_-——- 

RULES    FOR    WRITING    INDEXES 


No*  4  •-  Correspondence  Index 


No.  5  ?  Library  index 
(for  typewritten  cards) 


Indexing    Rules 

141.  Do  not  abbreviate  names,  subjects,  or  otlier  matter 
that  might  cause  misfiling. 

142.  James  and  Joseph  Miller  are  two  different  persons, 
but  when  abbreviated  to  Jas.  or  Jos.  in  handwritten  records, 
one  might  be  taken  for  the  other. 

143.  NUMBERED  INDEX  CARDS.     Whenever  the  regular  nu- 
meric system  is  employed,   numbered  cards  should  be  ob- 
tained from  the  manufacturer,  as  the  consecutive  numbering 
of  cards  before  they  are  used  affords  less  chance  of  error  in 
assigning  numbers  to  the  files. 

144.  MAIN  INDEX  CARD.     If  the  paper  to  be  filed  presents 
more  than  one  title  or  subject,  it  should  be  indexed  both  ways. 
The  first  index  card  written  would  cover  the  most  important 
title  or  phase  of  the  subject,  and  is  termed  the  main  index 
card.     (See  first  illustration,  page  32.) 

145.  CROSS-INDEX  CARD.     Additional  cards  are  written  to 
enable  anyone  referring  to  the  index  to  find  papers  pertain- 


INDEXING   AND   FILING 


Miller  A  Johnson 

283 

Proprie 

Dallas,  Texas 
tors  -  The  Emporium 

Emporium  (The) 

Dallas,  Texas 
See 
Miller  &  Johnson,  Proprietors 

283 

ing  to  a  certain  name  or  subject  that  may  be  filed  under 
some  other  heading. 

146.  In  writing  cross-index  cards,  the  file  number  should 
be  put  below  the  horizontal  title  line,  thus  indicating  that 
the  material  will  be  found  in  a  file  under  another  title. 

147.  When  the  word  "See"  is  used  in  indexing,  it  indi- 
cates that  the  material  relating  to  the  subject  title  of  the 
card,  or  preceding  the  word  ' '  See, ' '  will  be  found  under  the 
title  following ;  e.g. : 


Clearing  houses 


See 


Banking 


148.  The  use  of  the  words  "See  also"  indicates  that  addi- 
tional material  on  the  subject,  or  in  relation  to  it,  will  be 
found  under  the  headings  or  titles  following  these  words ;  e.g. : 


RULES    FOR    WRITING    INDEXES 


33 


Insurance 


10 


Soe  also 

Workmen's  compensation 


Arrangement  of  Subject  Matter  on  Index  Cards 

149.  Names  of  firms,  corporations,  and  institutions  should 
be  arranged  as  written.  When  the  article  "The"  is  a  part 
of  the  title,  it  should  be  put  at  the  end  of  the  title  in 
parentheses. 


Adams,   Johnson  &  Carter  Co.    (The) 


Schenectady, 


N.T. 


150.  When  the  first  name  of  a  firm  or  corporation  is  the 
full  name  of  an  individual,  the  arrangement  should  be  made 
considering  first  the  name  of  the  individual  and  then  the 
second  part  of  the  firm  name  (either  surname  or  descriptive). 


Graves,  Robert  A.  &  George  B.  Wilson 

110 

Mitchell,  Charles  F.  ft  Sons 

208 

—•  -^ 

151.  Titles  such  as  "Dr.,"  "Mrs.,"  "Miss,"  "Prof.," 
should  be  written  after  the  given  name  and  initials,  and  be 
enclosed  in  parentheses 


34 


INDEXING   AND   FILING 


Anderson,  Frederick  D.  (Dr.) 

1828  Broadway,  New  York  City. 
—  ^  —  .  *"    "^  

^  •»  

152.  The  titles  "Junior,"  "Senior,"  or  their  abbrevia- 
tions, "Jr."  or  "Sr.,"  "1st,"  "2nd,"  "3rd,"  should  be  treated 
as  part  of  the  name,  and  not  put  in  parentheses  or  brackets. 


Smith,   Henry  D.   Jr. 


152 


153.  When  the  word  "Incorporated"  or  its  abbreviation 
"Inc."  follows  the  name  of  an  organization,  it  should  be  en- 
closed in  parentheses  and  should  be  disregarded  when  filing 
the  cards. 

154.  Exception.    If  there  are  two  cards  to  be  filed,  one  car- 
rying the  name  of  an  individual,  the  other  that  of  a  corpora- 
tion, both  identical  except  that  the  latter  carries  the  suffix 
"Incorporated"  or  "Inc.,"  the  card  of  the  individual  would 
precede  that  of  the  corporation. 

155.  "Limited,"  or  "Ltd.,"  following  the  name  of  a  stock 
company,  is  considered  as  part  of  the  title  and  is  not  put  in 
parentheses. 

156.  The  French  articles  "La,"  "Le,"  "Les,"  the  Italian 
"El,"  "Di"  and  the  Spanish  "El,"  "La,"  "Los,"  "Las," 
are  treated  as  a  part  of  the  surname  or  title,  except  in  in- 
stances of  phonetic  indexes  which  drop  the  prefixes. 


RULES    FOR    WRITING    INDEXES 


35 


157.  Names  of  libraries,  societies,  institutions,  and  cor- 
porations beginning  with  the  given  name  of  an  individual,  are 
indexed  both  ways,  two  cards  being  written  as  shown  below. 


Robert  Fulton  Memorial  Association 


157 


Fulton,  Robert  Memorial  Association 


1ST 


158.  In  opening  a  subject  file  it  frequently  occurs  that 
the  material  at  hand  may  be  small  in  volume  but  at  the 
same  time  cover  various  ramifications  of  the  subject. 

159.  In  such  instances  all  of  the  papers  can  be  placed  in 
one  folder  and  indexed  under  the  subject  designated. 


Hospitals 


192 


1 60.  A  subject  having  several  divisions  should  be  arranged 
one  division  to  a  folder,  in  which  case  the  main  index  card 
should  be  amended  to  read  as  shown  in  first  cut  on  page  36. 

161.  When  the  number  of  divisions  to  be  recorded  is  greater 
than  the  card  will  accommodate,  an  additional  card  should  be 
written  as  shown  in  the  second  illustration  on  page  36,  the 


INDEXING   AND   FILING 


Hospitals 

192 

Dispensaries 

192  - 

1 

Tuberculosis 

192  - 

2 

Eye  and  Ear 

192  - 

3 

Throat 

192  - 

4 

Ruptured  and  Crippled 

192  - 

5 

Sanitariums 

192  - 

6 

Sectarian 

192  - 

7 

Presbyterian 

192  - 

7  a 

Methodist 

192  - 

7  b 

Jewish 

192  - 

7  c 

(see  next  card) 

i 

Hospitals                       (2) 

192 

Skin  and  Cancer 

192  -  8 

Dispensaries 

See 

-—    ^-~ 

Hospitals 

,  —   '  «~~  _  _^-  *  —  '   •  —  -*- 

192  -  1 

^\_-  ~* 

first  card  being  marked  at  the  bottom  in  parentheses  ' '  see  next 
card." 

162.  Each  one  of  the  subdivisions  should  be  cross-indexed 
under  its  title,  as  shown  in  the  third  illustration  on  this  page. 

163.  Departments  of  organizations  may  be  handled  in  the 
same  manner  as  divisions  of  subjects,  as  described  in  §§  158 
to  162  inclusive. 

164.  "When  cards  are  written  for  new  names  cr  subjects, 
the  date  of  the  first  paper  filed  should  be  put  on  the  card 
in  the  lower  left-hand  corner. 


RULES    FOR    WRITING    INDEXES  37 

165.  This  will  save  time  for  the  file  clerk  and  others  in 
looking  up  transferred  material,  as  a  definite  date  is  indicated 
as  the  starting  point  of  the  file. 

1 66.  When  the  address  to  be  noted  on  the  records  includes 
the  designation  of  the  exact  location  in  the  town  or  city  by 
name  of  the  building,  or  the  street  and  number,  preference 
should  always  be  given  to  the  street  and  number  as  the  Post- 
Office  Department  always  designates  by  the  latter  method. 

167.  When  the  address  carries  more  than  one  number 
select  the  lowest  number  and  index  by  that ;  e.g. : 

Smith  Hardware  Company, 

910-922  Market  Street, 

Philadelphia,  Pa. 

would  be  indexed  under  the  address,  910  Market  Street. 

1 68.  When  writing  index  cards  for  local  correspondents, 
do  not  use  the  designation  '  *  City ' '  following  the  street  ad- 
dress, but  write  the  name  of  the  city  or  town  out  in  full. 

169.  The  foregoing  rule  may  seem  a  step  backwards,  and 
towards  inefficiency,   but  a  great  many  mailing  lists  have 
been  rendered  incorrect  due  to  the  removal  of  the  organization 
from  one  city  to  another.     The  term  "city"  always  applies 
locally,  while  the  designation  of  the  town  by  its  name  would 
hold  good  in  every  instance. 


CHAPTER    IV 
RULES  FOR  FILING  INDEX  CARDS 

170.  Arrange  all  cards  in  dictionary  order,  maintaining 
the  sequence  of  letters  to  the  last  letter  of  the  name  or  word. 

171.  In  filing  proper  names,  each  name  should  be  con- 
sidered in  its  turn — first,  the  surname,  then  the  given  name 
or  first  initial,  then  the  subsequent  names  or  initials,  if  any. 

172.  Where  the  surnames  are  all  different,  the  surnames 
are  the  only  factor  to  be  considered  in  filing  the  cards. 

173.  If  a  duplication  of  surnames  appeared  it  would  be 
necessary  in  such  instances  to  take  into  consideration  the  given 
names  and  initials  in  their  order ;  e.g. : 

Carter,  E.  N. 
Cartwright,  D.  E. 
Carver,  G.  E. 
Carver,  George  A. 
Centaur,  A.  D. 

174.  GIVEN-NAME  INITIALS.     When  there  is  a  duplication 
of  surnames,  some  carrying  only  initials  and  others  carrying 
the  given  names,  the  ones  with  initials  should  be  filed  ahead 
of  the  given  names  having  the  same  initials ;  e.g. : 

Jones,  E.  L. 
Jones,  Edward  B. 
Jones,  Frank 
Jones,  Frederick  E. 
Jones,  H.  Wilson 
Jones,  Howard  A. 

175.  GIVEN-NAME  COMPOUNDS.     Regardless  of  the  method 
of  filing,  given-name  compounds  should  be  treated  the  same 

38 


RULES    FOR    FILING    INDEX    CARDS 


39 


as  a  single  name ;  e.g. :  "Le  Roy"  would  be  filed  as  though 
spelled  "Leroy." 

176.  "When  a  number  of  cards  bear  the  same  name  with 
variation  in  address,  these  cards  should  be  arranged  alpha- 
betically according  to  towns,  the  state  being  considered  only 
when  there  is  a  duplication  of  the  town  name,  e.g. : 

Western  Foundry  Company,  Birmingham,  Ala. 
Western  Foundry  Company,  Connellsville,  Pa. 
Western  Foundry  Company,  Newark,  N.  J. 
Western  Foundry  Company,  Newark,  Ohio. 
Western  Foundry  Company,  Pittsburg,  Pa. 
Western  Foundry  Company,  Savannah,  Ga. 
Western  Foundry  Company,  Wilmington,  Del. 

177.  Surnames  or  single  titles  when  used  alone  should  be 
arranged  to  precede  the  same  surnames  having  initials  or 
given  names. 

178.  Abbreviations,  when  they  occur,  should  be  filed  as 
though  the  word  or  name  was  spelled  out  in  full ;  e.g. : 

Wm.  filed  as  William 

Jos.  filed  as  Joseph 

Jas.  filed  as  James 

M '  and  Me  as  though  written  Mac 

St.  Louis  as  Saint  Louis 

Ste  as  Sainte 

S.  as  Sanctus 

179.  Exception.    In  some  instances  the  manufacturers  of 
filing  supplies  have  provided  an  entirely  separate  guide  or 
series  of  guides  for  the  Me  names,  the  arrangement  made  so 
as  to  precede  surnames  beginning  with  M.    When  guides  are 
used  carrying  this  arrangement  it  will  be  necessary  to  disre- 
gard the  rule  set  forth  in  the  preceding  paragraph. 

1 80.  Such  words  as  ' '  and, ' " '  of , ' '  "  the, "  "  for, ' '  are  not 
considered  in  filing;  e.g.,  cards  for  The  Miller-Denton  Mfg. 


40  INDEXING   AND   FILING 

Co.,  Miller,  Davis  &  Co.,  and  Miller  &  Dawson  would  be  ar- 
ranged : 

Miller,  Davis  &  Co. 
Miller  &  Dawson 
Miller-Denton  Mfg.  Co.  (The) 

181.  Titles  are   disregarded  in  filing  unless  there  is   a 
duplication  of  names,  one  bearing  a  title ;  in  such  instances  the 
one  without  the  title  is  filed  first : 

Fowler,  Andrew  W. 
Fowler,  Andrew  W.  (Dr.) 

182.  Prefixes  to  surnames,  are  considered  as  part  of  the 
name  and  filed  accordingly : 

De  Porry  Le  Brun,  F.  Oberly,  J.  W. 

Deppe,  J.  A.  ,  Leclanche  Batteries  0  'Brien,  A.  F« 

De  Prado,  A.  F.       Le  Compte,  E.  H.  Ocean  S.  S.  Co. 

Derby,  A.  L.  Leddy,  A.  G.  O'Connor,  F.  L. 

183.  Apostrophe  s   ('s),  indicating  singular  possessive,  is 
not  considered  in  filing;  e.g.,  "White's"  is  filed  as  though  it 
Avas  written  "White." 

184.  S  apostrophe    (s'),  indicating  plural  possessive,  is 
filed  as  written ;  e.g. : 

Boy  Scouts  of  America 
Boys  Club 
Boys'  Life 

185.  COMPOUND  NAMES  AND  WORDS.    Compound  geographic 
names  are  filed  treating  the  compound  as  one  word,  e.g. : 

Newburg 
New  Jersey 
New  London 
Newton 
New  York 
Perth  Amboy 
Plainfield 


RULES    FOR    FILING    INDEX    CARDS  41 

186.  Compound  proper  names  should  be  filed  treating  the 
compounds  as  distinct  names,  disregarding  the  given  names 
or  initials  except  in  instances  where  the  compound  is  dupli- 
cated with  variation  in  the  given  name  or  initials. 

Due  to  the  improper  use  of  the  hyphen  in  place  of  the 
comma,  two  or  more  distinct  names  have  been  developed  into 
a  compound  that  did  not  exist;  therefore  the  treatment  in 
accordance  with  this  rule  will  usually  prove  the  most  satis- 
factory. 

187.  While  it  is  permissible  to  file  hyphenated  words  as 
two  distinct  words  for  the  same  reasons  as  set  forth  in  §186, 
preference  should  be  given  to  the  treatment  of  such  combina- 
tions as  one  word,  e.g. : 

Co-operative  filed  as  Cooperative. 

Fiber-board  Manufacturing  Company  filed  as  Fiberboard 

Manufacturing  Company. 
Inter-state  filed  as  Interstate. 
Pan-American  filed  as  Panamerican. 
Re-new  filed  as  Renew. 

Whichever  rule  is  adopted  should  be  uniformly  maintained 
throughout  the  files. 

1 88.  Foreign  names,  or  titles  carrying  special  markings 
over  either  vowels  or  consonants  governing  the  pronunciation, 
should  be  filed   following  such  names  without  the   special 
marking. 

Muller,  Hugo 
Muller,  Hugo 

189.  TITLES  WITH  NUMERALS.    Names  or  titles  beginning 
with  numerals  should  be  filed  as  though  the  numerals  were 
spelled  out  in  full;  e.g.,  71st  Regiment  Infantry  would  be 
filed  as  Seventy-first  Regiment  Infantry. 

190.  Exception  No.  1.     The  23rd  Street  Branch  of  the 
Young  Men's  Christian  Association,  New  York  City,  would 


42  INDEXING   AND   FILING 

be  filed  primarily  according  to  location  (New  York  City), 
then  as  to  the  title  of  the  organization  (Y.M.C.A.),  and  then 
according  to  this  rule. 

191.  Exception  No.  2.     In  a  city  real  estate  index,  which 
is  usually  arranged  by  location,  the  numbered  streets  would 
be  arranged  in  sequence  of  numbers  and  the  named  streets 
alphabetically  in  a  separate  section  of  the  files. 

192.  In  arranging  the  names  of  departments  or  bureaus  of 
national,  state,  county,  or  municipal  governments,  the  first 
grouping  should  be  by  the  state,  county,  or  city,  and  then  by 
departments,  bureaus,  or  divisions  in  alphabetic  order. 

193.  When  a  number  of  cards  bear  the  same  name,  the 
variations  in  the  addresses  including  towns  located  in  foreign 
countries,  the  cards  should  be  arranged  alphabetically  accord- 
ing to  the  names  of  the  towns,  disregarding  the  state,  province, 
or  country,  e.g. : 

General  Electric  Company,  Belfast,  Ireland. 

General  Electric  Company,  Hartford,  Conn. 

General  Electric  Company,  London,  England. 

General  Electric  Company,  Lynn,  Mass. 

General  Electric  Company,  Montreal,  P.  Q.,  Canada. 

General  Electric  Company,  Paris,  France. 

General  Electric  Company,  Philadelphia,  Pa. 

General  Electric  Company,  Schenectady,  N.  Y. 

Phonetic  Indexing 

194.  When  the  files  are  arranged  on  the  phonetic  basis 
it  means  that  certain  exceptions  must  be  provided  for,  main- 
taining all  other  rules  not  superseded  by  such  exceptions. 

195.  The  first  step  in  phonetic  indexing  is  to  establish  a 
list  of  names  accepted  as  standards  under  which  all  variations 
in  the  spelling  are  to  be  filed.    Usually  the  standardized  name 


RULES  FOR  FILING  INDEX  CARDS 


43 


would  be  the  most  common  form,  or  the  simplest  spelling  of 
the  name. 

196.  Cross-indexing  can  be  accomplished  by  the  use  of  a 
card  of  the  same  size  as  the  regular  cards  but  of  a  different 
color,  which  is  filed  under  the  heading  of  each  of  the  varia- 
tions referring  to  the  accepted  standard. 


Rlley 


3oe 


Re illy 


Reilly 


including 


Rellley,  Riley,  O'Reilly 


197.  Under  some  circumstances  it  may  be  found  advisable 
to  use  a  guide  to  cross-index  from  the  variation  to  the  accepted 
standard.  In  such  cases  they  should  be  written  upon  guides 
of  another  color  than  those  of  the  regular  index  and  can  be 
made  out  in  the  following  manner: 


Railly 


Including  Reilley,   Rlley,   O'Reilly 


Riley 

See  Reilly 


198.     How  far  this  method  of  indexing  is  carried  will  de- 
pend upon  the  individual  organization.    It  may  be  considered 


44 


INDEXING   AND   FILING 


necessary  to  drop  such  prefixes  as  "de: 
under  the  surname  proper. 


and  "von,"  filing 


199.  When  alphabetic  indexes  are  used,  do  not  divide  the 
names  and  subjects  into  two  or  more  groups.     The  mainte- 
nance of  an  index  where  both  are  distributed  in  alphabetic 
order  without  regard  to  what  they  represent,  gives  the  most 
satisfactory  reference. 

Guides 

200.  Guides  are  usually  made  up  with  tabs  cut  either  to 
fifths,  thirds,  or  halves.     In  ordering  guides  this  should  be 
kept  in  mind  as  it  is  necessary  that  the  tab  of  the  guide  be 
wide  enough  to  take  the  writing  or  printing  of  the  desig- 
nation. 


\ 


\ 


Third  cut  guide 3 


\ 


Half  cut  guides 


20 1.  Alphabetic  guides  are  usually  carried  in  stock  by 
card  index  supply  houses  and  stationers,  in  fifth-cut,  assorted 
positions,  ranging  from  twenty-five  to  five  hundred  divisions 
of  the  alphabet. 


RULES    FOR    FILING    INDEX    CARDS 


45 


202.  Geographic  guides  are  usually  made  up  in  thirds,  dis- 
tinguishing the  divisions  by  the  position  of  the  tab  and  the 
color  of  the  guide. 


Bflthel 


7 


CONNECTICUT 


Bridgeport        \ 


203.  The  arrangement  furnished  by  the  filing  equipment 
houses  and  carried  in  stock  by  them  is  in  thirds,  with  countries, 
states,  and  provinces  in  center  position  on  blue;  counties  in 
left  end  position  on  salmon;  towns  in  right  end  position  on 
buff. 

204.  If  only  the  towns  are  used  without  the  counties,  the 
guides  for  towns  should  be  used  with  third-cut  tabs  alternately 
in  left  and  right  positions,  or  else  in  all  three  positions. 


46  INDEXING   AND   FILING 

205.  "When  large  sizes  of  cards  are  used,  or  in  filing  cor- 
respondence, geographic  guides  arranged  with  the  state  guide 
in  the  first  position,  and  the  town  guides  staggered  in  the 
second,  third,  fourth,   and  fifth  positions  will  be  found  a 
satisfactory  plan. 

206.  When  so  arranged,  the  town  guides  are  never  used 
in  the  first  position  which  is  reserved  for  state  guides  only, 
leaving  a  clear  field  between  state  guides,  thereby  indicating 
to  the  operator  the  end  of  one  state  and  the  beginning  of 
the  next. 

207.  In  geographic  filing,  states  would  ordinarily  be  ar- 
ranged alphabetically,  but  in  some  instances,  due  to  territorial 
requirements,  they  might  be  divided  into  special  groups. 

208.  Numeric  guides  should  be  made  up  in  fifths,  using 
all  five  tabs  in  staggered  positions,  the  positions  being  re- 
peated to  whatever  extent  may  be  found  necessary. 

209.  Ledger  guides  for  numerically  arranged  ledgers  are 
usually  made  up  with  the  guides  for  the  hundreds  in  the 
first  position,  and  with  the  guides  in  the  second  position  num- 
bered by  tens  from  ten  to  ninety  inclusive. 


210.  This  arrangement  is  usual  because  most  of  the 
numerically  arranged  card  ledgers  are  made  up  of  tabbed 
cards/the  tab  number  representing  the  final  digit  of  the  ac- 
count number,  and  the  guides  arranged  as  described  in  §  209 
permit  an  unobstructed  view  of  the  tabs  on  the  ledger  cards. 


RULES    FOR    FILING    INDEX    CARDS  47 

211.  In  ordering  tabbed  ledger  cards  for  a  ledger  that  is 
to  be  operated  numerically,  the  first  tab  position  at  the  left 
should  bear  the  designation  "0"  and  not  "1,"  as  the  guides 
are  numbered  10,  20,  30,  40,  etc.;  therefore  the  card  imme- 
diately following  carries  the  same  final,  and  should  be  the 
tab  position  nearest  to  the  guide. 

212.  The  guides  should  invariably  precede  the  cards  or 
material  to  which  they  apply.     Any  deviation  from  this  rule 
is  liable  to  cause  confusion  in  the  minds  of  persons  referring 
to  the  files,  as  welLas  the  possibility  of  misfiling. 

213.  Advocates  of  filing  with  the  material  preceding  the 
guide  of  the  corresponding  designation  almost  always  use  the 
duplex  designation  on  the  guide  tab ;  i.e.,   "  Aa  -  Ag,"  indicat- 
ing that  all  material  falling  within  the  sequence  between  the 
beginning  of  the  alphabet  and  words  or  names  beginning  with 
"Ag"  will  be  found  in  that  division. 

214.  The  duplex  designation  obstructs  the  expansion  of 
the  file,  as  the  only  way  additional  guides  can  be  inserted  is 
to  make  certain  arbitrary  exceptions  of  common  names  or 
divisions  that  run  into  volume,  setting  up  a  separate  guide 
for  that  name  and  indicating  on  the  regular  guide  by  symbol 
or  otherwise  that  such  exception  exists. 


48 


INDEXING   AND   FILING 


215.  Under   this   system    error   in   filing   may    creep    in 
through  these  exceptions  being  overlooked  by  the  file  clerk 
at  the  time  of  putting  the  papers  in  the  files,  papers  belong- 
ing in  a  special  file  or  folder  being  placed  in  the  miscellaneous 
folder  under  the  regular  alphabetic  division  as  though  the  ex- 
ception did  not  exist. 

216.  When  taken  in  comparison  with  the  duplex  designa- 
tion, the  advantages  of  the  single  designation  can  be  readily 
seen.     This  method  provides  for  imprinting  upon  the  tab  of 
the  guide  the  first  designation  of  the  sequence  to  which  it 
applies;   i.e.,   the   group   from  A   to   Ac   would   be   covered 
by   a   guide   designated    "A/'   Ad   by    a   guide   designated 
"Ad,"  etc. 


217.     Also,  if  expansion,  not  provided  for  at  the  tinie  of 
installation,  is  required  at  some  later  date,  a  name  guide  can 


RULES    FOR    FILING    INDEX    CARDS  49 

be  inserted  in  its  proper  alphabetic  sequence,  or  a  guide  mak- 
ing a  finer  division  of  the  alphabetic  arrangement  can  be  used. 

218.  The  insertion  of  either  the  alphabetic  or  the  name 
guide  in  no  way  disturbs  the  alphabetic  sequence  of  the  file, 
nor  does  it  create  an  exception  as  in  the  case  of  the  guide 
with  a  duplex  designation  on  the  tab. 

219.  In  proportion  to  the  number  of  the  cards  filed,  a 
guide  inserted  approximately  every  twenty  cards  will  gen- 
erally prove  satisfactory.    In  some  instances  it  may  be  found 
advisable  to  vary  this  proportion  by  increasing  the  number 
of  guides,  but  it  is  seldom  that  the  number  of  guides  should 
run  under  the  number  stated. 

220.  When  the  index  is  a  cumulative  record,  increasing 
in  volume  as  time  progresses,  it  will  be  found  more  satisfac- 
tory to  provide  a  special  set  of  guides,  using  third-cut  tabs  in 
end  positions  for  names  or  subjects,   and  fifth-cut,   center- 
position  tabs  for  the  divisions  of  the  alphabet. 


221.  By  printing  both  sides  of  the  tab  of  the  guide,  allow- 
ance is  made  for  the  insertion  of  new  guides  at  any  time,  the 
alternate  positions  of  the  guide  tabs  being  maintained  by  re- 
versing the  positions  of  the  guides  in  the  division  following 
the  point  of  insertion  of  the  new  guide. 

222.  To  illustrate:   Take  the   "Ca"   division   of  a  card 
index  which  at  the  start  might  only  have  two  special  guides, 
one  for  Cady  and  the  other  for  Campbell. 


INDEXING   AND   FILING 


Cctdy 


Ca 


\J 


Campbell 


\ 


223.  "With  the  growth  of  the  file,  the  necessity  for  addi- 
tional guides  arises,  and  is  taken  care  of  by  inserting  a  guide 
for  Calhoun,  reversing  the  Campbell  guide  to  the  first  posi- 
tion, and  inserting  a  new  guide  printed  Carey  in  the  third 
position. 


224.  This  method  of  guiding  permits  the  installation  of 
only  the  center-position  alphabetic  guides  if  so  desired,  add- 
ing the  special  name  guides  when  the  necessity  arises,  at  the 
same  time  allowing  for  additional  expansion  of  the  center- 
position  alphabetic   divisions  by  the  insertion  in   the   same 
manner  of  alphabetic  designations  creating  finer  divisions  at 
any  point. 

Special  Printed  Guides 

225.  When  preparing  copy  for  printed  guides,  the  names 


RULES    FOR    FILING    INDEX    CARDS  51 

or  titles  should  be  arranged  in  columns  corresponding  to  the 
tabs  on  which  they  are  to  be  printed. 

226.  When  fifth-cut  guides  are  used  in  assorted  or  stag- 
gered positions,  the  names  or  titles  should  be  arranged  in 
five  columns. 


—      —  *-"- 

1 

>^- 

2 

345 

^.aron 
Ircher 
Barber 

Adams 
Atchinson 
Benton 

Ajax             Aldrich           Andersoi 
Avery          Ayers             Babson 

227.  If  third-cut  guides  are  used,  the  arrangement  should 
be  in  the  three  columns,  or  if  half -cut,  in  two  columns. 

228.  In  the  preparation  of  copy  it  should  be  typewritten 
if  possible;  if  handwritten  it  should  be  written  or  printed 
with  the  pen,  as  legibly  as  it  can  be.    If  the  title  to  be  printed 
on  the  guide  tab  is  too  long  for  one  line,  the  point  at  which 
the  break  to  the  second  line  can  be  made  should  be  indicated. 

229.  Card  guides  (sizes  3x5,  4x6,  5x8  inches,  etc.) 
should  be  made  up,  using  linen  card  stock,  and  should  be 
celluloided  after  printing,  thereby  protecting  the  tabs  from 
being  soiled,  and  at  the  same  time  reinforcing  the  guide  at 
its  weakest  point. 

230.  CARD  GUIDES  OF  PRESSBOARD.     These  guides  are  used 
to  a  certain  extent  in  card  ledgers  as  well  as  in  the  larger 
sizes  of  card  indexes,  but  are  not  recommended  for  ordinary 
card  index  work  as  they  take  up  too  much  of  the  filing  space, 


52  INDEXING   AND   FILING 

the  average  standard  pressboard  guide  being  nearly  twice  as 
thick  as  linen  card  stock. 

231.  Owing  to  peculiarities  of  manufacture,  pressboard 
does  not  take  celluloid  satisfactorily,  experience  showing  that 
even  when  the  cement  between  the  pressboard  and  the  cellu- 
loid holds  perfectly,  the  top  layer  of  the  pressboard  fibre  will 
separate  from  the  body  of  the  stock,  the  celluloid  coming  off 
with  that  portion  of  the  stock  adhering  to  it. 

232.  Pressboard  is  about  the  only  card  stock  that  can  be 
satisfactorily  used  for  metal-tipped  guides,  as  it  has  a  body 
that  will  hold  the  rivets  fastening  the  metal  tip  to  the  guide 
stock. 

233.  Metal-tipped  guides  in  card  work    (maximum  size 
5x8  inches)  are  used  because  of  the  ease  with  which  designa- 
tions may  be  made,  this  type  of  guide  permitting  the  shifting 
of  the  label  in  the  metal  tip  from  one  guide  to  another. 
Owing  to  the  additional  thickness  of  the  pressboard  stock, 
the  linen  card  stock  celluloided  is,  however,  preferable. 

234.  For  cards  larger  than  5x8  inches,  correspondence, 
catalogs,   blue-prints,   architectural   plates,   etc.,   the   metal- 
tipped  guide  can  be  used  advantageously,  as  the  larger-size 
records  require  heavier  guides  owing  to  the  increased  weight 
and  surface  area  of  the  material  to  be  filed. 

235.  GUIDES  FOR   TABULATING   CARDS.     Contrary  to   the 
usual  rule  governing  the  minimum  number  of  guides  to  be 
used,  when  filing  cards  used  in  the  Hollerith,  Powers,   or 
Pierce  tabulating  machines,  the  fewer  guides  the  better,  as 
every  guide  must  be  removed  each  time  the  cards  are  fed 
through  either  the  sorting  or  tabulating  machines. 

236.  The  best  method  of  handling  these  cards  is  to  main- 
tain the  divisions  by  drawers,  noting  the  contents  on  a  label 
placed  in  the  frame  on  the  outside  of  each  drawer, 


RULES    FOR     FILING    INDEX    CARDS  53 

Special  Sets  of  Alphabetic  Guides 

237.  When  ordering  special  sets  of  guides  in  larger  divi- 
sions than  those  regularly  carried  in  stock  by  filing  equipment 
houses,  the  following  table  showing  the  values  placed  on  each 
letter  of  the  alphabet  by  authorities  who  have  made  studies 
of  name  and  subject  filing  may  be  of  some  service  in  the 
preparation  of  copy. 


Per 

Cent 

.025 

.015 

.04 

.003 

.05 

.095 

.027 

.002 

.01 

.08 

.001 

.004 

.005 

239.  While  the  foregoing  table  is  considered  to  be  fairly 
reliable,  other  factors,  such  as  the  locality  and  class  of  persons 
dealt  with,   may  materially  change  these  proportions.     In 
some    instances    it    may    be    the    nationality    of    the    corre 
spondents ;  in  others,  the  fact  that  a  number  of  correspondents 
use  the  name  of  the  town  or  city  as  the  first  part  of  their 
official  title. 

240.  When  ordering  guides  the  safest  way  to  insure  the 
correct  size  being  furnished  is  to  send  a  sample  of  the  guide 


238 

.     ALPHABETIC 

VALUES 

OP  LETTERS 

IN  GUIDING 

No.  of 

No.  of 

Let- 

Guides to 

Per 

Let- 

Guides to 

ter 

Each  1,000 

Cent 

ter 

Each  1,000 

A 

40 

.04 

N 

25 

B 

105 

.105 

0 

15 

C 

50 

.05 

P 

40 

D 

50 

.05 

Q 

3 

E 

25 

.025 

R 

50 

F 

40 

.04 

S 

95 

G 

50 

.05 

T 

27 

H 

60 

.06 

U 

2 

I 

5 

.005 

V 

10 

J 

20 

.02 

W 

80 

K 

40 

.04 

X 

1 

L 

45 

.045 

Y 

4 

M 

100 

.10 

Z 

5 

54  INDEXING   AND   FILING 

required,  or  else  an  outline  of  it  on  a  sheet  of  paper,  indicat- 
ing the  body  size  of  the  guide,  height  and  width,  also  the 
height  including  tab. 


y 

\ 

i 
i 
i 
i 

1 
1 
i 

BODY  SIZE 

H«i£ht    _  -.    -  1 

i 

HEIGHT 
including 
tabbing 

I 

1     r 
i     C 

and  width 

) 

241.  Care  should  be  taken  to  specify  the  tabbing,  both 
as  to  width  of  the  tab  and  positions,  also  to  give  the  color 
and  the  punching  if  it  is  to  be  for  any  style  rod  other  than 
the  standard  round  rod. 

242.  When  the  size  of  the  cards  or  other  material  to  be 
filed  exceeds  5  inches  in  height,  it  will  be  found  advisable  to 
use  guides  having  the  check-sorter  projection. 

243.  The  majority  of  cabinets  for  filing  material  larger 
than  5  by  8  inches  are  made  with  the  rod  below  the  level 
of  the  drawer,  thus  providing  for  the  use  of  guides  with  the 
check-sorter  projection. 


RULES    FOR    FILING    INDEX    CARDS 


\ 


55 


o  j 


CHAPTER   V 
FILING    OF    PAPERS 

244.  The  paper  used  in  taking  carbon  copies  that  are  put 
in  the  files  should  be  of  a  different  color  from  that  of  the 
letter-heads,  so  as  to  be  easily  distinguished. 

245.  In  addition  to  the  use  of  colored  paper  for  this  pur- 
pose, some  organizations  print  the  words  ''FILE  COPY"  ver- 
tically or  diagonally  across  the  paper. 

246.  The  paper  used  for  copies  of  letters,  etc.,  sent  out  of 
the  office,  whether  carbon  copies  or  transcripts,  should  be  of 
a  different  color  from  that  of  either  the  letter-heads  or  file 
copies. 

247.  When  two  or  more  departments  have  correspondence 
placed  in  a  common  file,  a  different  colored  paper  for  the 
carbon  copies  of  each  department  can  be  used  to  advantage. 

248.  COLLECTION  OF  FILE  PAPERS.     When  papers  are  re- 
leased to  be  filed  they  should  be  initialed  in  the  upper  left- 
hand  corner  by  the  person  attending  to  the  subject  matter,  to 
indicate  to  the  file  clerk  that  such  papers  have  received  the 
necessary  attention. 

249.  After  the  papers  have  been  initialed,  they  should  be 
deposited  in  collection  trays  or  baskets  located  on  the  various 
desks,  or  in  such  places  as  may  be  designated. 

250.  Collections    should    be    made   from    these   trays    or 
baskets  at  least  once  each  day,  the  size  of  the  organization 
and  the  volume  of  material  handled  governing  the  number  of 
collections. 

251.  These  papers  should  be  gone  over  to  see  that  they 

56 


FILING    OF    PAPERS 


57 


have  been  properly  initialed,  and  at  the  same  time  all  clips, 
pins,  and  fasteners  should  be  removed.  Outgoing  and  incom- 
ing letters  of  more  than  one  page  or  sheet  can  best  be  fastened 
together  by  pasting  or  stapling  in  the  upper  left-hand  corner. 

252.  In  some  organizations  it  is  a  practice  to  refer  papers 
from  one  department  to  another  for  attention  through  the 
medium  of  the  filing  department. 

253.  When  such  reference  is  considered  of  sufficient  im- 
portance to  be  retained  as  a  permanent  record,  the  reference 
should  be  accomplished  by  means  of  a  rubber  stamp  impres- 
sion either  on  the  face  or  the  back  of  the  paper. 


RECEIVED 


REFERRED  TO 


KEFERRED  TO 


REFERRED  TO 


ANSWERED 


DATE  ANSWERED 


O.K.  TO  FILE 


254.  When  the  question  of  reference  is  only  one  of  insuring 
the  delivery  of  papers  to  a  certain  department  or  individual, 
it  can  be  accomplished  by  means  of  a  reference  slip  attached 
to  the  papers. 


REFERRED   TO 


ORDER  DEP'T. 


CREDIT  DEPY. 


SALES  DEP'T. 
CASHIER 


MR. 


REMARKS 


SIGNED 

DATE 

MARK  "X"  IN  FRONT  OF  DEPARTMENT  0«  NAME  OT 
PIRSON   MATERIAL   IS   REFERRED  TO. 


58  INDEXING   AND   FILING 

255.  FOLDERS.    In  filing,  papers  should  be  placed  in  folders 
or  envelopes  which  will  protect  them  and  at  the  same  time 
afford  quick  and  easy  access. 

256.  All  papers  should  be  filed  with  the  headings  to  the 
left  as  the  operator  faces  the  filing  cabinets.    This  permits  of 
reference  to  the  contents  of  each  folder  in  the  same  manner 
as  a  book. 

257.  Arrange  papers  in  the  folders  chronologically,  dis- 
regarding the  nature  of  the  copies,  incoming  or  outgoing, 
putting  the  paper  of  earliest  date  at  the  back,  thus  facilitating 
reference  to  the  papers  that  are  most  likely  to  be  called  for. 

258.  Exception.     The  claim  has  been  made  that  the  logi- 
cal arrangement  is  progressive,  as  in  a  book,  with  the  latest 
papers  at  the  back,  also  that  it  is  easier  to  file  a  paper  in  back 
of  all  other  papers  than  in  the  front  of  the  folder. 

259.  The  first  rule  is  so  universally  accepted  by  employers 
and  employees  that  the  adoption  of  the  plan  described  in 
the  preceding  paragraph  is  apt  to  cause  serious  mix-ups. 

260.  Folders  should  not  be  allowed  to  become  too  full, 
but  this  does  not  mean  that  the  contents  should  be  trans- 
ferred from  the  file  as  soon  as  the  folder  becomes  bulky. 

261.  In  such  case  the  regulation  folder  should  be  replaced 
with    an    expansion   folder.      If   the   material    becomes   too 
crowded  again  during  the  current  period  of  the  files,  another 
expansion  folder  should  be  inserted  in  front  of  the  original 
folder. 

262.  The  original  folder  should  be  marked  with  the  start- 
ing date  of  the  current  period  of  the  files,  also  the  date  of 
the  last  paper  filed  in  the  folder ;  the  new  folder  being  marked 
with  the  date  next  succeeding  that  shown  on  the  last  paper 
in  the  preceding  folder. 

263.  In  some  instances  it  has  proven  advantageous  to  file 


FILING    OF    PAPERS 


59 


without  using  folders.  An  example  of  this  is  a  file  where  the 
greatest  percentage  of  the  papers  handled  is  of  a  miscellane- 
ous character  and  of  transient  value,  with  only  one  or  two 
papers  per  correspondent. 

264.  Whenever  folders  are  omitted,  the  number  of  guides 
used  in  each  file  drawer  must  be  materially  increased. 

265.  Depending  upon  the  depth  of  the  file  drawer  (from 
front  to  back),  the  class  of  material  filed,  and  the  quality 
and  thickness  of  the  guide  used,  there  will  be  a  variation  in 
the  number  of  guides  required. 

266.  In  the  average  correspondence-size  file,  24  inches  deep, 
between  thirty  and  forty  guides  should  be  used,  a  greater 
number  of  guides  being  required  where  the  folders  and  the 
material  to  be  filed  are  light  weight  and  flimsy,  than  where 
the  folders  are  of  a  heavy  weight  stock  and  the  material  has 
some  body  to  it. 

267.  As  soon  as  the  filing  has  been  completed  for  the  day, 
the  follow  block  in  each  vertical  file  drawer  should  be  brought 
up  against  the  folders  and  guides  as  tightly  as  possible  to 
prevent  the  sagging  or  slumping  of  the  papers  in  the  file 
drawers. 

268.  At  times  there  will  be  correspondence  with  a  number 
of  individuals  or  organizations  pertaining  to  one  subject,  the 
latter  frequently  being  of  greater  importance  from  a  refer- 
ence standpoint. 

269.  In  such  cases  it  is  usually  advisable  to  file  all  of  the 
papers  under  the  subject,  cross-indexing  or  cross-referencing 
for  the  name.    Examples  of  this  type  of  file  would  be  ''Ap- 
plications for  Positions,"  "Employees,"  "Stationery,"  "Es- 
timates, ' '  etc. 

270.  Folders  or  papers  removed  from  the  files  by  persons 
other  than  the  regular  file  clerks  should  be  placed  in  the  col- 
lection trays  or  baskets;  under  no  circumstances  should  any- 


6o 


INDEXING   AND   FILING 


one  besides  the  file  clerk  put  papers  back  in  the  file  after  con- 
sulting such  papers. 

271.  In  taking  papers  from  the  files,  take  the  entire  folder 
rather  than  remove  individual  papers. 

272.  Exception.    When   miscellaneous    folders   are   used 
containing  the  correspondence  or  papers  of  a  number  of  in- 
dividuals, only  the  papers  relating  to  the  subject  required 
should  be  taken  from  the  files,  not  the  entire  folder. 

273.  If  there  is  any  considerable  call  for  papers  from 
the  miscellaneous  files,  the  papers  of  an  individual  subject 
can  be  placed  in  a  colored  folder,  thus  keeping  the  papers 
together  and  at  the  same  time  identifying  them  on  their 
return  to  the  file  clerk  as  miscellaneous  papers. 

274.  No  papers  should  be  taken  out  of  the  office  for  any 
reason  without  the  approval,  in  each  individual  case,  of  the 
office  executive. 

275.  SUBSTITUTION  RECORDS.     When  papers  or  folders  are 
removed  from  the  files  they  should  be  replaced  by  a  card 
or  form  indicating  the  file  or  papers  taken,  the  date  on  which 
they  were  taken,  and  by  whom. 

276.  "Out  guides "  should  be  used  when  an  entire  folder 
is  removed  from  the  files,  putting  it  in  place  of  the  folder 


OUT 


\ 


IJAUE     OR     MUUBER 


*A  AT 


FILING    OF    PAPERS 


6l 


after  noting  on  it  the  name  or  number  of  the  folder  and 
the  date  and  name  or  initials  of  the  person  taking  the  folder. 

277.  Out  guides  should  be  about  a  quarter  of  an  inch 
higher  than  the  regular  guides,  of  a  different  color  so  that 
they  will  be  prominent,  and  without  the  check-sorter  or  rod 
projection  at  the  bottom. 

278.  When  the  folder  is  returned  to  the  files,  the  out 
guide  is  removed,  initialed  or  checked  by  the  file  clerk  against 
the  entry,  and  then  placed  in  the  front  of  the  file  drawer,  or 
else  on  the  file  clerk's  desk,  to  be  used  again  for  the  next  file 
that  is  taken  out. 

279.  When  individual  papers  are  removed  from  the  folder, 
a  substitution  card  or  sheet  should  be  used  instead  of  the 
out  guide.     This  should  carry  the  dates  of  the  papers  taken, 
the  date  on  which  they  were  taken,  and  by  whom. 


SUBSTITUTION    CARD 


NAME  OR  NUMBiR  OF  FILK 


DATKS  OF  PAVtRS  TAKXN 


I. 


***- 


280.  The  substitution  card  should  be  of  a  colored  stock 
so  as  to  show  up  readily,  and  its  height  should  exceed  that 
of  the  folder  in  which  it  is  used  so  as  to  call  attention  to 
the  fact  that  papers  have  been  removed  from  the  folder. 

281.  When,  owing  to  their  importance,  papers  are  placed 
in  a  safe  or  receptacle  other  than  the  files,  a  substitution 
card  should  be  put  in  the  file,  indicating  where  such  papers 
were  located. 


62 


INDEXING   AND   FILING 


282.  RECEIPTS.     In  some  organizations  it  may  be  advisable 
to  use  a  3  x  5  inch  card  or  slip,  printed  with  a  form  of  re- 
ceipt, to  be  signed  by  the  person  receiving  the  papers  or 
folder. 

283.  When  signed,  this  card  or  slip  is  filed  in  a  card  index 
tray  under  the  name  or  number  of  the  file  removed,  and 
is  taken  out  and  destroyed  upon  the  return  of  the  folder 
or  papers  in  question,   or  upon  their  transfer  to   another 
person  or  department. 

284.  In  instances  where  disputes  arise  between  file  clerks 
and  other  employees  regarding  the  receipt  and  return  of 
papers  to  the  files,   the   receipt  system  should  be  used  in 
preference  to  the  out  guide  as  a  charging  medium. 

Follow-Up  or  Tickler  System 

285.  Papers  required  for  future  attention  should  not  be 
kept  in  desks  until  the  date  needed,  but  should  be  marked 
with  the  date  that  they  require  attention  (in  the  lower  left- 
hand  corner  of  the  letter,  or  the  first  page  of  the  letter  if 
there  is  more  than  one  sheet) ,  and  a  tickler  card  (3x5  inches) , 
as  per  the  following  illustration,  should  be  made  out  and 
filed  in  a  card  index  tray  under  the  date  specified. 


DATE   WANTEP 


Vo 


FILE: 


SUBJECT 


o-w 


REMARKS 


RETURN   THIS    CARD 
WITH    Al_i-    PAPERS  To 


•  FILING    OF    PAPERS  63 

286.  This  method  permits  the  papers  to  be  filed  imme- 
diately in  their  proper  places,  so  that  there  is  only  one  place 
to  go  for  a  paper  if  it  is  required  prior  to  the  date  specified 
for  follow-up.  The  tickler  card  is  located  by  the  date  for 
follow-up  as  marked  in  the  lower  left-hand  corner  of  the  paper. 


287.  The  tickler  cards  should  be  removed  from  the  card 
index  tray  the  first  thing  each  morning,  and  the  folders  in- 
dicated by  the  current  day's  cards  be  removed  from  the  files 
and  delivered  to  the  individuals  specified,  with  the  tickler 
card  attached  to  the  top  edge  of  the  folder  by  means  of  a 
paper  clip. 

288.  If  for  any  reason  the  matter  is  not  to  be  followed 
up  on  the  date  specified,  the  date  marked  on  the  tickler  card 
should  be  scratched  and  a  new  date  noted  in  the  same  space 


64  INDEXING   AND   FILING 

immediately  to  the  right  -of  t-he  old  date,  and  the  folder  or 
papers  placed  in  the  filing  tray  or  basket  to  be  replaced  in 
the  files. 

289.  The  tickler  card,  would  then  be  filed  under  the  new 
date  in  the  card  index  tickler,  the  whole  process  being  re- 
peated on  the  day  indicated. for  following. 

290.  The  foregoing  system  as  outlined  will  apply  to  any 
method  of  filing,  whether  alphabetic,  numeric,  or  geographic. 

291.  Another  method  of  follow-up  is  to  establish  a  "pend- 
ing file"  arranged  chronologically,  in  which  an  additional 
carbon  copy  of  each  letter  to  be  followed  is  filed,  these  copies 
being  removed  on  the  proper  dates  and  distributed  to  the 
various  persons  handling  these  matters. 

292.  The  objection  to  this  plan  lies  in  the  fact  that  in 
the  majority  of  copies  handled,  the  folder  containing  other 
correspondence  in  relation  to  the  matter  must  be  secured  from 
the  files. 

293.  If  the  person  handling  the  follow-up  does  not  call 
for  the  folder,  the  matter  being  handled  entirely  from  the 
tickler  copy,  it  develops  the  possibility  of  certain  material 
going  into  the  regular  file  that  might  affect  the  nature  of 
succeeding  follow-up  work. 

294.  Should  the  follow-up  date  be  anticipated  by  reason 
of  action  taken,  or  a  reply  received  at  an  earlier  date,  there 
is  the  danger  of  the  tickler  copy  being  left  in  the  file  and 
another  follow-up  put  through,  as  there  is  nothing  to  tie  the 
tickler  to  the  regular  file  as  in  the  first  plan. 

295.  A  third  method,  equally  bad,  is  the  establishment  of 
a  pending  file  containing  two  sets  of  guides,  one  alphabetic 
and  the  other  chronological  by  months  and  days. 

296.  The  original  letter  received  is  marked  with  the  date 
on  which  the  matter  is  to  be  followed  up,  and  is  filed  in  the 


FILING    OF    PAPERS  65 

alphabetic  section  of  the  pending  file  under  the  name  of  the 
correspondent. 

297.  The  file  copy  of  the  outgoing  letter  is  marked  with 
the  follow-up  date  in  the  same  manner,  and  filed  in  the  pend- 
ing file  in  the  chronological  division,  under  the  date  set  for 
follow-up. 

298.  A  comparison  of  the  three  methods  outlined  in  the 
foregoing  paragraphs  results  in  the  following  deductions: 

299.  The  first  method  deals  directly  with  the  file,  putting 
all  papers  in  their  proper  place,  and  handling  the  tickler 
as  an  auxiliary  record  on  cards  in  the  most  compact  form. 

300.  The  second  method  also  releases  the  original  papers 
to  the  files,  depending  upon  an  extra  carbon  copy  of  out- 
going letters  for  the  tickler  file.     In  a  short  time  this  method 
develops  two  distinct  and  separate  files,  neither  one  being 
a  duplicate  of  the  other,  the  tickler  file  frequently  contain- 
ing information  that  should  be  in  the  regular  file. 

301.  There  is  a  loss  of  time  whenever  the  tickler  copy 
does  not  furnish  the  necessary  information,  and  it  becomes 
necessary  to  obtain  the  original  papers  from  the  file. 

302.  The  third  method  means  a  progressive  search  every 
time  papers  are  required  prior  to  the  tickler  date,  first  in 
the  regular  files,  then  in  the  alphabetic  division  of  the  pend- 
ing file,  and  then  in  its  chronological  division  to  remove  the 
carbon  copy  from  the  date  indicated — all  this  is  necessary 
before  the  matter  in  its  entirety  can  be  brought  together. 

303.  TITLE  OR  FACE  SHEETS.     In  organizations  where  the 
filing  is  maintained  under  a  subject  arrangement,  a  sheet  of 
paper  is  attached  to  a  series  of  papers  (sometimes  from  a 
number  of  different  correspondents)  by  means  of  a  staple  or 
fastener,  this  face  sheet,  either  printed  or  plain,  designating 
the  subject  under  which  all  papers  attached  are  to  be  filed. 


66  INDEXING   AND   FILING 

304.  LETTER  BACKS.     This  is  a  sheet  of  paper   (usually 
manila)  about  7  points  in  thickness,  used  at  the  back  of  a 
series  of  papers  for  the  protection  of  the  papers. 

305.  Its  use  develops  most  frequently  in  railroad  claim 
departments  where  the  papers  are  taken  out  by  adjusters  in 
order  to  settle  claims,  and  in  lawyers'  offices,  where  it  is  both 
a  protection  to  the  papers  and  prevents  their  loss  or  con- 
fusion with  papers  pertaining  to  other  cases. 


CHAPTER  VI 
DIRECT  ALPHABETIC  FILING 

306.  For  most  of  us  the  first  thing  taught  in  school  was 
the  alphabet,   and  it  sticks  so  tenaciously  in  our  memory 
that  we  usually  apply  it  to  the  filing  of  correspondence, 
invoices,  and  papers  of  every  description. 

307.  This  method  of  filing  obtains  its  name  from  the  fact 
that  all  reference  to  the  files  is  direct  without  the  use  of 
an  index,  the  vertical  file  guides  serving  as  a  locating  medium. 

308.  The  prevailing  arrangement  of  the  files  is  with  the 
guides  staggered  in  five  positions,  and  then  repeated  as  many 
times  as  may  be   necessary  until  the   last  division   of  the 
alphabet  is  reached. 


309.     The  use  of  guides  in  this  manner  calls  for  either 
straight-edged  or  tab-cut  folders,  the  over-all  height  of  the 


68 


INDEXING   AND   FILING 


folder  (including  the  tab)  never  exceeding  the  height  of  the 
body  of  the  guide. 

310.  Behind  the  guide,  for  each  division  of  the  alphabet, 
an  additional  folder  is  inserted,  bearing  the  same  designa- 
tion as  the  guide  in  which  is  placed  the  miscellaneous  corre- 
spondence of  that  division. 

311.  Between  the  guide  and  the  miscellaneous  folder  is 
placed  the  individual  folders  (i.e.,  folders  containing  papers 
of  sufficient  volume  or  importance  to  warrant   giving  the 
correspondent  or  subject  a  separate  folder  of  its  own),  each 
folder  being  marked  at  the  top  edge  of  the  back  flap  with 
the  name  or  subject  that  it  contains. 

312.  An  arrangement  of  guides  and  folders  recently  in- 
troduced and  meeting  with  considerable  favor,  is  made  up 


Y  Adams  Ernest  R 
Acme  White  Lead  &Col 


DIRECT    ALPHABETIC    FILING  69 

with  the  guides  staggered  in  the  first  three  positions  at  the 
left,  then  the  individual  folders  with  tab  uniformly  in  one 
position,  and  miscellaneous  tabbed  folders,  with  the  tab  at 
the  extreme  right  of  the  folder. 

313.  The  favor  accorded  the  direct  alphabetic  method  of 
filing  has  been  due  largely  to  the  fact  that  the  reference  to  the 
files  is  direct  which  permits  of  the  filing  and  obtaining  of 
papers  in  a  minimum  amount  of  time. 

314.  In  organizations  where  the  papers  filed  are  of  transient 
value,  with  little  or  no  reference  being  made  to  them,  this 
method  of  filing  is  usually  preferred. 

315.  While  the  alphabetic  arrangement  has  the  advantage 
of  direct  filing,  the  following  disadvantages  should  be  noted  : 

(a)  A  paper  removed  from  the  files  for  reference  has  to 
be  reread  by  the  file  clerk  to  ascertain  where  it  belongs  in 
the  files. 

(b)  It  frequently  occurs,  particularly  when  there  is  a  lapse 
of  time  since  the  original  filing  of  the  paper,  that  the  file 
clerk  may  put  an  entirely  different  interpretation  upon  the 
subject  matter  of  the  paper  and  its  place  in  the  files. 

(c)  Unless  maintained  with  individual  folders  for  each  im- 
portant correspondent,  which  necessitates  the  writing  of  the 
correspondent's  name  on  the  folder,  there  is  little  difference 
between  the  method  used  in  the  flat  and  vertical  files,  some 
of  the  difficulties   experienced  in  alphabetic   flat  files  fre- 
quently developing  in  the  vertical  file. 

(d)  Duplication  of  common  names  coming  together  in  the 
files  increases  the  chances  for  misfiling. 

(e)  Cross-reference  work  is  more  difficult  in  the  alphabetic 
than  in  the  numeric  file,  owing  to  the  necessity  of  writing  out 
the  entire  title  of  the  file  referred  to,  against  the  indication 
of  such  reference  by  a  number. 

(f )  Errors  in  filing  are  more  prevalent  in  direct  alphabetic 
filing,  due  to  the  fact  that  only  a  small  percentage  of  file 


70  INDEXING   AND   FILING 

clerks  grasp  the  sequence  of  the  alphabet  as  shown  in  dic- 
tionary arrangement.  The  larger  or  more  complicated  the 
division  of  the  alphabet,  the  greater  the  chance  of  error. 

316.  The  rules  applicable  to  the  writing  and  filing  of 
index  cards  will  apply  to  the  writing  of  the  names  on  the 
folders,  and  the  arrangement  of  the  folders  in  the  files  under 
the  direct  alphabetic  method  of  filing. 

317.  Exception.      In  organizations  where  an  addressing 
machine  is  in  use,  the  folders  can  be  imprinted  to  advantage 
from  the  stencils,  provided  the  stencil  lists  conform  to  the 
names  in  the  files. 

318.  When  the  stencils  are  used  in  this  manner,  it  is  ob- 
vious that  the  arrangement  of  each  name  is  identical  with 
the  way  it  is  written  naturally,  but  the  filing  will  be  main- 
tained as  indicated  under  the  rules  for  the  filing  of  index 
cards  (see  Chapter  IV). 

319.  Cross-indexing  can  be  accomplished  by  using  a  tab-cut 
manila  sheet  of  the  same  size  and  thickness  as  the  regular 
manila  folder  used  in  the  files,  which  is  inserted  in  its  proper 
place  as  though  it  were  a  folder. 


Emporium  CSho)  Dallas. fex.   \^ 

S«9  V 

Miller  fc  Jounaon 


320.  Cross  reference  becomes  necessary  when  more  than 
one  subject  or  correspondent  is  referred  to  in  one  paper;  e.g., 
a  letter  received  from  "B"  might  refer  to  correspondence 
had  with  "A"  in  relation  to  the  same  matter. 

321.  In  this  case  the  letter  \vould  be  placed  in  B's  file 
and  a  cross-reference  sheet    (usually  the  same  size  as  the 
second  sheets  used  for  carbon  copies)  is  inserted  in  A's  file, 


DIRECT    ALPHABETIC    FILING  71 

indicating  that  material  on  a  given  subject  is  contained  in  a 
letter  bearing  a  certain  date  in  B  's  file. 

322.  The  use  of  guides  as  described  under  the  heading 
" Rules  for  Filing  Index  Cards "  (Chapter  IV),  must  neces- 
sarily be  somewhat  different  in  connection  with  the  filing  of 
papers. 

323.  When  individual  folders  predominate,  a  smaller  sub- 
division of  the  alphabet  can  be  used  than  in  instances  where 
the  miscellaneous  matter  constitutes  the  major  portion  of  the 
files. 

324.  When  the  file  contains  material  constantly  increas- 
ing in  volume  as  to  number  of  correspondents,  a  metal-tipped 
guide  can  be  used  to  advantage,  the  labels  being  interchange- 
able, thereby  allowing  for  expansion  at  any  given  point. 


325.  The  material  in  the  miscellaneous  folders  should  be 
watched,  and  as  soon  as  any  individual  set  of  papers  develops 
into  an  active  correspondence  or  subject,  either  by  volume  or 
importance  of  material,  it  should  be  removed  and  put  into 
an  individual  folder. 

326.  In  some  organizations  a  rule  is  established  that  as 
soon  as  an  order  is  received  from  a  correspondent,  all  his 
papers  shall  be  removed  from  the  miscellaneous  folder  and 
an  individual  folder  inserted  to  cover. 

327.  In  instances  where  the  direct  alphabetic  method  of 
filing  is  used  in  connection  with  the  filing  of  a  large  volume 
of  miscellaneous  material,  and  only  a  small  percentage  of 
individual  files,  the  use  of  the  individual  folder  is  dispensed 
with. 


72  INDEXING   AND   FILING 

328.  The  most  satisfactory  method  of  handling  this  prob- 
lem is  the  use  of  the  direct  alphabetic  guides  as  illustrated 
under  §  312,  selecting  a  subdivision  that  will  provide  approxi- 
mately forty  guides  per  drawer  of  24  inches,  substituting 
miscellaneous  tabbed  folders  with  the  tabs  assorted  in  four 
positions  for  the  individual  tabbed  folder  and  the  miscel- 
laneous folder  used  in  the  regular  equipment. 


329.  The  alphabetic  designations  to  be  printed  on  the  tabs 
should  receive  very  careful  consideration  as  they  will  have 
to  dovetail  with  the  guides,  some  divisions  requiring  more 
than  the  average  and  others  less. 

330.  In  this  type  of  equipment  the  miscellaneous  folders 
should  always  be  expansion  folders  with  at  least  a  half -inch 
pleat  or  score  at  the  bottom. 

331.  If  a  file  of  this  description  is  to  be  operated  on  the 
basis  of  a  continuous  transfer,  it  is  advisable  to  insert  a 
folder  of  another  color  or  with  a  different  colored  tab  at  the 
expiration  of  the  first  half  of  the  maximum  operating  period. 

332.  This  new  folder  should  be  inserted  in  front  of  the 
first  folder,  and  all  papers  bearing  a  date  falling  within  the 
second  half  of  the  period  be  filed  in  this  folder.* 

>See  Chapter  XII,  "Transferring." 


CHAPTER   VII 
ALPHABETIC-NUMERIC  FILING 

333-  With  the  development  of  the  alphabetic  and  numeric 
filing  systems,  objections  were  raised  from  time  to  time 
against  one  method  or  the  other. 

334.  When  analyzed,  the  advantages  of  direct  filing  ob- 
tained under  the  alphabetic  arrangement  were  frequently  off- 
set by  the  limitations  of  the  system,  its  errors  in  filing,  the 
double  work  of  reading  papers  to  be  refiled,  and  its  unsatis- 
factory cross-indexing. 

335.  With  the  numeric  method,  the  main  argument  against 
it  has  always  been  the  question  of  the  time  involved  in  in- 
dexing and  marking  the  paper  with  a  positive  file  number 
that  identified  it  with  the  file  covering  a  certain  name  or 
subject. 

336.  The  fact  has  been  repeatedly  demonstrated  that  the 
average   mind  will  work  more   rapidly  with   numbers  than 
with  combinations  of  letters  of  the  alphabet  and  the  rela- 
tions of  such  combinations  to  each  other. 

337.  With  the  above  as  a  basis,  several  types  of  filing 
systems  have  appeared  on  the  market  which  permit  of  direct 
alphabetic  filing,  and  in  addition,  have  a  location  number 
assigned  to  each  guide,  this  number  being  printed  imme- 
diately beneath  the  alphabetic  designation. 

338.  The  numbers  are  assigned  in  consecutive  order  start- 
ing with  one,  and  paralleling  the  sequence  of  the  alphabet 
with  a  number  to  each  guide.     If  the  set  of  guides  was  a 
26-division  (one  guide  to  each  letter),  the  first  guide  would  be 
numbered  1,  and  the  last  26. 

73 


74 


INDEXING   AND   FILING 


339.  Advocates  of  this  method  contend  that  by  marking 
the  division  number  on  each  folder  filed  within  that  division, 
the  folder  can  be  returned  to  its  place  in  the  file  by  the 
number  without  reference  to  the  alphabetic  designation. 

340.  This  method  may  insure  to  a  certain  extent  the  re- 
turn of  the  folder  to  its  place  in  the  file,  but  it  accomplishes 
little  in  the  way  of  safeguarding  the  filing  of  the  individual 
piece  of  paper  if  the  numbering  is  not  carried  to  the  paper 
itself. 

341.  Even  if  it  is  carried  out  to  this  extent,  it  must  be 
remembered  that  the  number  represents  only  a  general  loca- 
tion, and  that  it  is  necessary  to  find  the  folder  in  its  alpha- 
betic location  or  arrangement  before  the  paper  can  be  filed. 

342.  Another  type  of  filing  under  this  heading  arranges 
the  individual  folders  numerically  in  consecutive  order,  start- 


ALPHABETIC-NUMERIC    FILING  75 

ing  with  a  number  1  folder  behind  each  guide  representing 
an  alphabetic  division. 

343.  The  guides  are  ruled  and  printed,  with  blank  spaces 
provided  for  the  insertion  of  the  name  of  the  correspondent, 
number  in  consecutive  order  and  address,  the  numbers  being 
assigned  only  to  such  names  as  may  have  individual  folders, 
a  miscellaneous  folder  behind  each  guide  being  used  for  all 
other  correspondence. 

344.  With  the  exception  of  the  material  filed  in  the  mis- 
cellaneous folders,  the  operation  of  this  system  is  essentially 
numeric,  the  indexing  medium  presenting  all  of  the  draw- 
backs found  in  the  oldest  types  of  bound-book  indexes. 

345.  So  many  disadvantages  present  themselves  in  con- 
nection with  the  operation  of  this  system  that  only  a  few  of 
the  most  important  ones  are  cited  in  the  following: 

(a)  Each  time  an  individual  folder  is  established  for  a 
new  correspondent,  it  is  necessary  to  remove  the  rod  that 
holds  the  guide  in  place  in  the  drawer,  then  remove  the  guide, 
and  write  the  name  and  address  of  the  correspondent  against 
the  next  unused  number,  and  then  replace  the  guide  and  rod, 
putting  the  folder  in  numeric  sequence  behind  the  guide. 

(b)  If  the  folder  in  any  division  is  removed  for  reference, 
there  is  the  chance  of  the  insertion  of  the  folder  on  its  re- 
turn under  another  subdivision  of  the  alphabet,  which  mis- 
filing  might  not  be  discovered  for  some  time. 

(c)  As  the  arrangement  of  the  index  on  each  guide  card 
provides  for  the  recording  of  the  names  in  the  exact  order 
of  establishing  the  files,  it  is  impossible  to  locate  a  given 
file  except  by  reading  through  the  entire  list  until  the  par- 
ticular name  is  reached. 

346.  It  must  be  kept  in  mind  that  all  of  the  types  of  filing 
that  have  been  developed  in  this  group  have  had  two  objects 
in  view — (1)  elimination  of  the  errors  so  prevalent  in  direct 
alphabetic  filing,  and  (2)  the  reduction  or  elimination  of  the 


76  INDEXING   AND   FILING 

• 

time  required  in  operating  the  index  maintained  in  connec- 
tion with  the  numeric  system. 

347.  Neither  of  the  types  described  in  the  foregoing  have 
met  the  requirements,  due  in  the  first  instance  to  lack  of 
adequate  check,  and  in  the  second  to  the  fact  that  more  time 
is  required  to  index  under  this  plan  than  in  a  numeric  ar- 
rangement with  the  card  index. 

348.  A   third  type,   entirely   different   in   principle   and 
operation,  was  developed  and  patented  by  Edward  A.  Dunn, 
in  1911,  and  was  placed  upon  the  market  the  same  year,  un- 
der the  title  "Automatic  Filing." 

349.  As  applied  to  the  filing  of  correspondence,  papers  of 
any  description,  or  card  index  work,  it  is  operated  as  a  two- 
name  file,  first  from  the  standpoint  of  the  surname  of  the 
individual,  then  as  to  the  given  name,  or  according  to  the 
first  and  second  names  of  a  firm,  corporation,  or  society  when 
a  given  name  does  not  appear. 

350.  The  number  of  primary  or  surname  guides  to  be 
used  in  this  system  is  calculated  as  being  10  per  cent  of  the 
total  number  of  guides  used  in  a  direct  alphabetic  system 
of  corresponding  size,  owing  to  the  fact  that  nine  secondary 
guides  covering  the  given  name  or  second  name  of  a  firm  are 
placed  behind  each  surname  guide. 

351.  The  nine  secondary  guides  are  identically  the  same 
behind  each  primary  guide,  simplifying  to  a  marked  degree 
the  alphabetic  divisions  in  comparison  with  direct  alphabetic. 

352.  The  use  of  these  secondary  guides  as  given  name 
divisions,  gives  a  more  even  distribution  of  material  owing 
to  the  fact  that  there  is  less  variation  in  given  names  than 
in  surnames. 

353.  It  is  also  advantageous  because  it  separates  the  com- 
mon names,  usually  duplicated  to  a  marked  degree  in  files 


ALPHABETIC-NUMERIC    FILING 


77 


of  any  size,  according  to  the  given  name  behind  the  primary 
or  surname  guide. 

354.  The  illustration  here  given  shows  the  file  arranged  for 
the  filing  of  correspondence,  each  position  of  tabbing  hav- 
ing a  distinct  function  as  follows  (reading  from  left  to 
right)  : 

1.  Primary  or  surname  guide. 

2.  Secondary  guides  for  given  name  or  second  firm  name. 

3.  Miscellaneous   folder   tabbed  to   correspond   with   the 

guide  that  it  follows  and  with  same  designation. 

4.  Individual  folders  for  correspondence  or  subjects  of  im- 

portance or  volume. 

5.  Special  name  guides  for  heavy  correspondence  or  "OUT" 

guides  showing  removal  of  the  file. 


cell.neeu.  Fol<l«r  for  Single  N.mei  or  Subject! 


Miscellaneous  Folder  for  Inactive 
Correspondence 


Individual  Folder  for  Active 
Correspond* 


Misfiled 
Wrong  Number 
Wrong  Given 


•Diireg.rd"* 
«  Filing 


355.     Provision  for  the  numeric  feature  of  this  file  is  made 
by  means  of  a  chart  printed  on  the  face  of  each  guide  or 


INDEXING    AND    FILING 


A 

B 

c 

D 

E 

F 

C 

H 

\- 

j 

K-L 

M 

N-0 

P-Q 

R 

s 

T-U-V 

WXYZ 

Aa  I 

Ba  3 

Ca  6 

Da  9 

Ea  II 

Fa  12 

Ga  13 

Ha 

15 

la 

16 

Ka  20 

Ma  23 

Na26 

Pa  28 

Ha  30 

Sa  32 

Ta  36 

Wa  38 

Am  2 

Be  4 

01)  1 

Di  10 

60  14 

He 

16 

ja 

19 

La  21 

Me  24 

Oa27 

Qa29 

Ro3l 

Se33 

U-V37 

Wi  39 

Bt   5 

Co  8 

. 

Ho 

17 

Li  22 

Mo  25 

Sin  34 

XYZ40 

St  35 

GIVEN  AND  FIRM  NAME  KEY 

0 

i 

2           3 

4 

rag 

A-B 

C           D-E 

F-C 

H-l 

J-K 

L-M 

N-S 

T-Z 

folder,  which  is  arranged  in  two  sections,  the  first  covering 
the  surname  division  of  the  file,  and  the  second  the  given 
name  or  second  firm  name. 

356.  The  primary  guides  arranged  in  alphabetic  sequence 
are  numbered  consecutively  by  tens,  starting  with  the  first 
guide  numbered  10,  the  next  guide  numbered  20,  etc. 

357.  The  secondary  guides,  consisting  of  nine  guides  be- 
hind each  primary  guide,  are  numbered  consecutively  as  to 
the  final  digit  from  1  to  9,  the  alphabetic  arrangement  being 
the  same  in  each  group  throughout  the  file. 

358.  The   combination   of   the   number   on   the    primary 
guides,  with  the  position  number  on  the  secondary  guide, 
constitutes  the  file  number.     The  number  in  each  instance 
is  printed  on  the  tab  of  the  guide  immediately  to  the  right 
of  the  alphabetic  designation;  for  instance,  "Br  50"  would 
be  the  primary  guide  of  a  40-division  set  (as  shown  in  §  354), 
the  secondary  guides  being  designated  as  "A-B  51,"  "C  52," 
"D-E  53,"  "F-G  54,"  "H-I  55,"  etc. 

359.  The  numbers  are  therefore  in  one  consecutive  series 
from  the  beginning  to  the  end  of  the  whole  series,  the  lowest 
number  always  being  10,  covering  the  first  guide  in  the  "A" 
section,  and  the  final  number  409  in  a  40-division,  809  in  an 
80-division  set,  etc.,  representing  the  final  division  of  "Z." 

360.  In  operation,  each  paper  is  marked  with  the  division 
number,  taking  the  number  from  the  chart  (see  40-division 
chart  given  in  §  355)  ;  the  papers  are  then  taken  to  the  files 


ALPHABETIC-NUMERIC    FILING  79 

and  filed  alphabetically,  first  according  to  surname,  and  then 
as  to  given  name  or  second  firm  name. 

361.  As  each  paper  is  filed,  the  number  marked  on  the 
paper  is  checked  against  the  number  appearing  upon  the 
folder  in  which  the  paper  is  filed.     If  the  number  does  not 
agree  with  the  number  on  the  folder,  either  the  number  has 
been  marked  incorrectly  on  the  paper  or  else  the  paper  is 
being  filed  in  the  wrong  division. 

362.  A    folder    containing    material    on    the    subject    of 
BRAKES  would  be  filed  immediately  behind  the  Br  50  guide, 
the  folder   containing   correspondence   with   ALLEN   BROWN 
would  be  filed  first  back  of  the  primary  or  surname  guide, 
Br  50  (Brown),  and  then  back  of  the  secondary  guide,  A-B  51 
(Allen),  the  file  number  on  the  paper  always  corresponding 
with  that  appearing  upon  the  secondary  or  given  name  guide. 

363.  While  classed  among  the  indirect  methods  of  filing, 
the  designation  must  be  qualified  in   connection  with  this 
system,  as  the  indirect  feature  applies  only  to  the  numbering 
of  the  papers  from  the  chart,  the  actual  filing  of  the  papers 
being  alphabetic   (the  number  being  used  to  check  the  cor- 
rectness of  the  filing) .    All  reference  to  the  files  for  the  pur- 
pose of  obtaining  papers,  is  likewise  alphabetic,   affording 
accessibility  to  the  material  equal  to  the  direct  alphabetic 
systems. 


CHAPTER    VIII 
NUMERIC    FILING 

364.  This  method  of  filing  differs  from  those  previously 
described,  being  indirect  and  requiring  an  index  to  designate 
the  location  of  the  material  filed. 

365.  The  usual  arrangement  is  to  place  the  papers  relat- 
ing to   a   certain   individual,   organization,   or   subject   in   a 
folder,  each  folder  being  numbered  consecutively  and  then 
placed  in  the  file  in  accordance  with  its  numeric  sequence. 


NUMERIC    FILING 


81 


366.  In  starting  a  new  file  the  papers  of  the  first  subject 
or  correspondent  coming  to  hand  would  be  assigned  file  num- 
ber 1,  the  paper  being  marked  with  that  number  in  the  upper 
right-hand  corner.  An  index  card  (usually  3x5  inches)  is 
then  made  out,  carrying  the  name,  local  address  (when  nec- 
essary), town,  state,  and  file  number  if  a  correspondent. 


Harrison,   Charles  J. 


21  Cortlandt  Street,  New  Tork  City 


367.     If  the  papers  to  be  filed  covered  a  subject,  the  title 
assigned  would  be  written  on  the  card  in  the  same  manner. 


Carpets 


368.  This  index  card  is  then  filed  in  its  alphabetic  sequence 
in  the  card  index  tray,  the  papers  being  placed  in  the  folder 
bearing  the  number  assigned. 

369.  The  file  number  should  always  be  marked  in  the 
same  place   (upper  right-hand  corner)    on  the  paper,  as  it 
enables  the  file  clerk  to  check  the  number  on  the  paper  being 
filed  against  the  number  on  the  paper  previously  filed,  also 
against  the  number  on  the  folder. 

370.  A  colored  pencil,  preferably  blue,  should  be  used  to 
mark  the  file  number  on  the  papers,  as  it  is  more  legible  than 
the  ordinary  pencil. 

371.  In  the  majority  of  instances  when  filing,  little  if  any 


82  INDEXING   AND   FILING 

time  is  saved  by  sorting  the  papers  to  be  indexed  into  alpha- 
betic sequence.  The  index  itself  is  in  alphabetic  arrange- 
ment, which  permits  of  ready  access,  and  the  time  lost  in 
referring  from  one  part  of  the  index  to  another  to  enter  the 
subject  or  name  of  the  paper,  is  usually  more  than  offset  by 
the  time  that  would  be  required  to  sort  the  papers  alpha- 
betically. 

372.  Exception.     In  organizations  where  the  mail  matter 
runs  into  considerable  volume,  or  constant  reference  is  nec- 
essary during  the  process  of  filing,  it  may  be  found  necessary 
to  sort  papers  to  an  alphabetic  arrangement  as  soon  as  re- 
ceived in  the  file  room,  in  order  to  facilitate  reference. 

373.  During  the  process  of  indexing,  the  papers  should 
be  sorted  into  trays  or  piles  conforming  to  the  drawers  into 
which  they  are  to  be  filed,  or  within  the  range  of  a  hundred, 
which  would  be  practically  the  same  thing ;  e.g.,  the  first  pile 
or  tray  would  contain  all  papers  bearing  file  numbers  between 
1  and  99,  the  next  from  100  to  199,  etc. 

374.  With  very  little  practice  the  action  of  sorting  the 
papers  into  groups  becomes  almost  mechanical  and  will  save 
the  operator's  time,   as  all  papers  belonging  in  a  certain 
drawer  can  be  put  there  at  one  time. 

375.  The  papers  are  filed  in  the  folder  or  pocket,  with 
the  headings  of  the  papers  always  to  the  left  of  the  folder 
as  the  operator  faces  the  cabinets,  the  papers  being  arranged 
in  chronological  order,  the  latest  paper  at  the  front  of  the 
folder. 

376.  If  the  number  is  marked  upon  the  paper  in  accord- 
ance with  the  rule  laid  down  in  §  366,  the  file  number  on  the 
paper  can  be  checked  against  the  number  on  the  previous  paper 
filed. 

377.  Some  organizations  make  it  a  rule  to  have  all  papers 
indexed  as  soon  as  received  and  prior  to  distribution  to  in- 
dividuals or  departments.     When  this  plan  can  be  carried 


NUMERIC    FILING  83 

out  without  unnecessary  delay  it  permits  the  individual  hand- 
ling the  papers  to  call  for  the  file  of  the  correspondent  by 
number,  usually  an  easier  means  of  designation  than  the 
name  of  the  correspondent. 

378.  Another  advantage  of  marking  the  file  number  upon 
a  paper  prior  to  distribution,  is  the  fact  that  the  file  num- 
ber can  be  dictated  to  the  stenographer,  and  typewritten  at 
the  top  of  the  letter-head,  thereby  reducing  the  number  of 
file  copies  to  be  indexed. 

379.  It  is  suggested  that  the  sections  of  this  book  cover- 
ing the  writing  and  filing  of  index  cards  be  read  in  con- 
nection with  the  subject  of  numeric  filing. 

380.  The  numeric  system  is  especially  adapted  to  the  filing 
of  information  and  data,  contracts,  invoices,  catalogs,  leases, 
drawings    and    blue-prints,    patterns,    electros,    and    corre- 
spondence. 

381.  Some  of  the  features  in  favor  of  this  system  are: 

(a)  The  accuracy  obtainable. 

(b)  Ability  to  cross-reference  or  cross-index  in  the  short- 

est possible  terms ;  e.g.,  the  numbers  of  the  files  re- 
ferred to. 

(c)  Papers  removed  from  the  files  for  reference,  having 

been  marked  with  the  index  or  file  number  when 
originally  filed,  can  be  re-filed  with  less  labor  than 
under  any  other  system. 

(d)  Papers  pertaining  to  a  given  correspondent  or  sub- 

ject can  always  be  found  in  the  same  relative  posi- 
tion in  the  files,  according  to  the  sequence  of  the 
numbers. 

(e)  Use  of  the  index  as  a  locating  medium  for  material, 

other  than  correspondence,  filed  under  the  same  nu- 
meric arrangement. 

382.  There  are  certain  disadvantages  in  the  operation  of 
the  numeric  system  which  must  be  considered : 


84  INDEXING   AND   FILING 

(a)  Its  indirect  filing,  as  all  papers  must  be  indexed  be- 

fore they  can  be  put  in  their  places  in  the  files. 

(b)  Its  indirect  reference,  it  being  necessary  to  consult 

the  index  to  ascertain  the  location  of  the  papers  in 
the  files. 

(c)  Difficulty  in  the  handling  of  miscellaneous  matter 

satisfactorily,  the  question  arising  as  to  whether  the 
value  of  this  class  of  material  warrants  the  time  and 
labor  required  to  index. 

383.  In  many  instances  where  the  numeric  method  of  fil- 
ing has  failed  to  meet  the  requirements  of  the  organization, 
the  trouble  has  been  traceable  to  inexperienced  operators,  or 
to  the  fact  that  the  system  has  been  improperly  installed  or 
incorrectly  maintained. 

384.  If  a  numeric  file  is  to  be  successfully  operated,  cer- 
tain rules  must  be  adhered  to  by  the  indexer : 

(a)  Consult  the  index  for  each  piece  of  paper  indexed 
for  filing.    One 's  memory  may  be  good,  but  it  is  by  no  means 
infallible;  therefore  use  the  index  to  check  the  memory. 

(b)  A   number   assigned   to   a    correspondent   or   subject 
should   not  be  cancelled   and   reassigned  to   another   corre- 
spondent, as  confusion  might  arise  if  the  original  correspond- 
ent or  subject  became  active  at  some  later  date. 

(c)  The  index  should  be  continued  in  cumulative  form 
regardless  of  the  number  of  times  the  files  may  be  trans- 
ferred.    Under  no  circumstances  should  a  separate  index  be 
started  to  cover  the  new  period  of  the  files. 

(d)  If  the  paper  to  be  indexed  is  a  new  correspondent  or 
subject  not  appearing  upon  the  index,  lay  it  aside  until  all 
other  papers  have  been  indexed  and  make  out  all  of  the  in- 
dex cards  for  such  new  correspondents  at  one  time. 

(e)  Every  index  card  should  be  checked  with  the  letter- 
head of  the  correspondent,  verifying  the  spelling  of  the  name, 
the  initials,  and  the  address ;  care  should  be  taken  to  see  that 
it  is  filed  in  its  proper  sequence  in  the  card  index  tray. 


NUMERIC    FILING  85 

Numeric  Filing  of  Miscellaneous  Correspondence 

385.  If  the  numeric  system  of  filing  is  adopted  for  gen- 
eral correspondence,  the  miscellaneous  correspondence  should 
be  filed  under  a  numeric  plan  and  covered  in  the  same  index, 
being  handled  in  the  following  manner: 

386.  The  files  containing  the  miscellaneous  correspondence 
are  maintained  separately,  and  the  folders  are  numbered  in 
another  series,  the  numbering  being  by  ten's,  and  prefixed 
with  the  letter  "M,"  or  some  other  letter  of  the  alphabet  to 
indicate  that  it  is  in  the  miscellaneous  series. 

387.  On  this  basis  the  first  folder  would  be  numbered 
"M  1,"  and  would  contain  the  papers  of  the  first  nine  corre- 
spondents assigned  to  the  miscellaneous  files,  the  numbers 
being  "M  1"  to  "M  9"  inclusive. 

388.  The  next  folder  would  be  numbered  "M  10,"  and 
would  contain  the  correspondence  of  the  next  ten  correspond- 
ents, "M  10"  to  "M  19." 

389.  Individual  index  cards  are  written  for  each  name, 
using  a  different  colored  card  from  that  used  for  indexing 
the  regular  correspondents  or  subjects,  so  as  to  indicate  to 
the  persons  consulting  the  index  the  fact  that  the  papers 
are  in  the  miscellaneous  files. 


Smith,  James  B. 


U  9 


220  Fourth  Street, 

St.  Louis,  Mo. 


390.  These  cards  are  filed  with  the  index  cards  covering 
the  general  files,  so  that  there  will  only  be  one  place  to  go 
to  ascertain  if  there  is  any  correspondence  on  file  to  or  from 
an  individual  or  on  a  particular  subject. 


86 


INDEXING   AND   FILING 


391.  In  event  of  a  correspondent  assigned  to  the  miscel- 
laneous files  becoming  of  sufficient  importance  to  warrant 
transferring  the  papers  to  an  individual  file  in  the  general 
division,  the  papers  should  be  removed  from  the  miscellaneous 
folder,  the  miscellaneous  index  card  be  cancelled,  and  a  new 
card  bearing  the  number  assigned  in  the  regular  files  put 
in  its  place. 


Smith,   James  B. 


220  Fourth  Street, 

St.  Louis,  Mo. 


342 


CHAPTER    IX 
GEOGRAPHIC   FILING 

392.  This  method  of  filing  correspondence  is  used  by  or- 
ganizations handling  their  business  along  lines  which  necessi- 
tate territorial  divisions  of  their  records. 

393.  The  unit  of  territory  may  differ  in  each  concern, 
depending  upon  the  nature  of  the  records,  the  standpoint 
from  which  reference  is  required,  or  the  class  of  statistics 
to  be  compiled. 

394.  In  the  sales  department  the  unit  frequently  coin- 
cides with  the  territory  allotted  to  a  certain  salesman,  in 
order  to  provide  ready  access  to  all  correspondence  with  cus- 
tomers handled  by  him,  or  in  relation  to  their  business. 

395.  In  some  organizations  whose  policy  it  is  to  refer  all 
orders  from  the  consumer  or  retailer  to  the  local  jobber,  the 
geographic  method  of  filing  affords  an  opportunity  to  check 
the  business  from  a  given  territory  against  the  jobber,  at 
the  same  time  reducing  the  miscellaneous  matter  in  the  files 
to  a  minimum. 

396.  In  geographic  filing  the  first  unit  to  be  considered  is 
the  state,  and  the  guides,  made  up  in  sets  of  states,  are  car- 
ried in  stock  in  center  position  with  either  third  or  fifth 
cut  tabs. 

f~     Bathe 1  ""T^  CONNECTICUT       ^V" Bridgeport        \ 


88 


INDEXING   AND   FILING 


397.  Another  arrangement  of  state  guides  is  possible  with 
the  use  of  metal-tipped  guides,  using  the  first  position  of  tab 
for  the  state,  and  no  other  class  of  guides  being  put  in  this 
position. 


TJE.Y     YORK 


© 


© 


(j—                — I  ^\  I     Chatham 

I       I    Buffalo        I       I       '  ' 


398.  TOWN    AND    COUNTY    GUIDES.     Owing   to    the    wide 
variation  in  the  requirements  of  different  concerns,  depend- 
ing largely  upon  the  area  of  territory  covered,  the  class  of 
people  reached,  and  the  proposition  to  be  presented,  it  is 
almost  impossible  to  carry  these  guides  in  combinations  that 
would  suit  everybody. 

399.  The  requirements  are  met  in  some  instances  by  grad- 
ing the  towns  according  to  population;  i.e.,  one  set  contains 
towns  of  10,000  population  and  over,  the  next  set  covers  5,000 
and  over,  down  to  towns  of  200  and  over. 

400.  While  the  guides  for  towns  and  counties  are  not 
carried  in  stock  by  the  dealers  in  filing  supplies,  the  electros 
or  slugs-  arranged  in  sets  as  indicated  are  available  to  print 
from  on  short  notice  if  such  arrangement  can  be  used. 

401.  When  this  is  done,  the  names  of  the  towns  and  coun- 
ties can  be  printed  direct  on  the  tabs  of  the  guides,  or  else 
printed  in  sheets  which  are  cut  apart,  and  the  individual 
town  or  county  label  pasted  upon  the  tab  of  the  guide,  this 
latter  process  being  known  as  the  pasted  label  guide. 

402.  The  following  table*  indicates  the  number  of  towns 


*  Compiled  by  the  Library  Bureau. 


GEOGRAPHIC  FILING 


89 


and  cities  in  each  state  of  each  classification,  e.g.,  200  and 
over,  500  and  over,  1,000  and  over,  etc.  It  is  based  on 
the  1910  census  for  towns  east  of  the  Mississippi  River,  and 
the  1915  revised  figures  for  towns  west  of  the  Mississippi 
River. 


State 

200 

500 

1M 

2M 

5M 

10M 

Coun- 
ties 

Alabama 

431 

196 

97 

46 

14 

7 

67 

Alaska 

37 

19 

11 

4 

1 

0 

4 

Arizona 

94 

57 

.  30 

16 

8 

2 

14 

Arkansas 

388 

163 

'  82 

44 

10 

5 

75 

California 

639 

356 

188 

103 

32 

21 

59 

Colorado 

259 

118 

57 

35 

11 

4 

63 

Connecticut 

334 

243 

159 

93 

42 

19 

8 

Delaware 

63 

24 

15 

8 

1 

1 

3 

District  of  Columbia 

17 

12 

6 

4 

3 

3 

0 

Florida 

269 

110 

60 

29 

10 

4 

50 

Georgia 

531 

241 

135 

64 

23 

9 

148 

Hawaii 

6 

5 

5 

4 

4 

4 

5 

Idaho 

211 

82 

38 

14 

5 

1 

33 

Illinois 

1214 

663 

374 

196 

73 

32 

102 

Indiana 

821 

394 

204 

112 

51 

25 

92 

Iowa 

829 

411 

186 

94 

26 

17 

99 

Kansas 

570 

279 

145 

72 

25 

12 

105 

Kentucky 

412 

180 

101 

48 

20 

8 

120 

Louisiana 

377 

150 

72 

36 

11 

6 

64 

Maine 

654 

372 

192 

77 

19 

7 

16 

Maryland 

238 

106 

57 

24 

8 

4 

24 

Massachusetts 

605 

458 

329 

218 

109 

55 

14 

Michigan 

747 

373 

204 

95 

49 

25 

83 

Minnesota 

559 

274 

146 

65 

24 

8 

86 

Mississippi 

365 

166 

79 

44 

15 

5 

79 

Missouri 

802 

357 

190 

92 

29 

10 

115 

Montana 

199 

88 

39 

16 

9 

6 

35 

Nebraska 

478 

199 

92 

38 

13 

4 

93 

Nevada 

49 

29 

17 

8 

1 

1 

16 

North  Carolina 

373 

181 

102 

56 

21 

7 

100 

North  Dakota 

255 

78 

34 

12 

5 

2 

50 

New  Hampshire 

314 

189 

99 

33 

13 

8 

10 

New  Jersey 

5^4 

320 

190 

118 

55 

38 

21 

New  Mexico          f  232 

101 

45 

16 

5 

1 

26 

INDEXING   AND   FILING 


~Co  — 

State 

200 

500 

1M 

2M 

rM 

10M 

tie;?" 

New  York 

1559 

679 

364 

193 

80 

53 

62 

Ohio 

1219 

538 

295 

160 

82 

37 

88 

Oklahoma 

489 

234 

124 

59 

14 

8 

77 

Oregon 

185 

89 

49 

24 

7 

2 

34 

Pennsylvania 

2189 

1055 

569 

321 

141 

63 

67 

Porto  Rico 

79 

74 

58 

35 

12 

4 

7 

Rhode  Island 

105 

66 

44 

22 

12 

7 

5 

South  Carolina 

233 

125 

76 

34 

13 

4 

44 

South  Dakota 

271 

109 

45 

17 

6 

2 

69 

Tennessee 

369 

168 

89 

44 

11 

5 

96 

Texas 

1032 

543 

303 

137 

48 

21 

249 

Utah 

213 

120 

52 

21 

4 

2 

27 

Vermont 

302 

181 

64 

27 

9 

3 

14 

Virginia 

308 

139 

82 

40 

17 

10 

100 

Washington 

315 

147 

75 

37 

12 

8 

39 

West  Virginia 

389 

164 

78 

40 

12 

6 

55 

Wisconsin 

661 

336 

165 

85 

36 

18 

71 

Wyoming 

71 

32 

18 

8 

4 

1 

22 

23915 

11793 

6330 

3238 

1265 

610 

3005 

CANADA 

Alberta 

84 

50 

23 

8 

6 

3 

.... 

British  Columbia 

83 

49 

28 

17 

6 

4 

.... 

Manitoba 

91 

44 

15 

6 

4 

2 

.... 

New  Brunswick 

126 

49 

26 

10 

3 

2 

.... 

Newfoundland 

118 

70 

24 

9 

2 

1 

.... 

Nova  Scotia 

336 

171 

81 

27 

11 

3 

.  *  .  . 

Ontario 

784 

374 

189 

104 

39 

20 

.... 

Prince  Edward  Island 

36 

14 

6 

2 

1 

1 

Quebec 

898 

599 

367 

143 

21 

10 

.... 

Saskatchewan 

117 

34 

14 

8 

4 

3 

Yukon 

2 

2 

1 

1 

0 

0 



2675 

1456 

774 

335 

97 

49 

403.  STATE,  TOWN,  AND  NAME  GUIDING.  When  used,  the 
arrangement  is  made  first  according  to  states,  all  material 
pertaining  to  the  town  being  filed  alphabetically  by  name 
of  town,  and  then  alphabetically  as  to  individual. 


GEOGRAPHIC  FILING  91 

404.  When  the  material  is  filed  by  name  of  the  individuals 
within  the  towns,  the  use  of  county  grouping  should  be 
avoided,  as  it  tends  to  complicate  the  filing  with  the  possi- 
bility of  errors,  and  trouble  in  locating  material  when 
required. 


405.  If  the  necessity  of  providing  for  miscellaneous  matter 
arises,  it  is  possible  to  carry  a  miscellaneous  folder  for  each 
town. 

406.  STATE  AND  NAME   GUIDING.      By  disregarding  the 
town  as  a  unit,  one  move  can  be  saved  over  the  arrange- 
ment just  described,  at  the  same  time  allowing  the  substitu- 
tion of  guides  in  alphabetic  arrangement  instead  of  the  town 
guides. 


407.  STENCIL   PLATES.     In   filing  stencil  plates  covering 
lists  of  names  national  in  distribution,  such  as  the  subscrip- 
tion list  of  a  magazine,  the  arrangement  must  be  in  accord- 
ance with  the  post-office  department  routing. 

408.  Information  as  to  the  exact  arrangement  applicable 


92  INDEXING   AND   FILING 

should  be  obtained  direct  from  the  post-office  authorities  in 
each  instance,  as  the  rules  in  effect  may  be  superseded  due  to 
changing  conditions. 

409.  Whenever  correspondence  is  filed  geographically,  a 
card  index  list  of  names  contained  in  the  files  should  be 
maintained  in  alphabetic  order.    This  will  insure  location  of 
material  that  might  come  to  hand  without  the  address  being 
stated. 

410.  In  every  instance  geographic  filing  necessitates  the 
recording  of  the  name,  town,  and  state  on  the  individual 
folder. 


CHAPTER  X 
SUBJECT   FILING 

411.  The  amount  of  material  to  be  filed  under  subject 
headings  will  vary  in  different  organizations.     In  some  in- 
stances it  may  be  almost  negligible,  being  merged  into  the 
regular  correspondence  files ;  in  other  cases  running  into  such 
volume  as  to  require  special  files. 

412.  In  instances  where  the  subject  files  run  into  volume, 
due  to  the  fact  that  greater  importance  is  attached  to  the 
subject  than  to  the  individual  concerned,  the  arrangement 
of  the  files  should  be  given  careful  consideration,  making  al- 
lowance for  the  possible  growth  of  the  files. 

413.  When  the  subject  file  is  operated  in  a  separate  and 
distinct  group  from  the  regular  files,  or  the  regular  files 
maintained  under  a  form  of  subject  arrangement,  operation 
may  be  in  any  one  of  three  ways : 

(a)  Direct  alphabetic  arrangement 

(b)  Decimal  arrangement 

(c)  Numeric  arrangement 

Direct  Alphabetic  Arrangement 

414.  This  is  the  simplest  form  of  the  subject  file.    It  is 


93 


94 


INDEXING   AND   FILING 


operated  in  the  same  manner  as  the  direct  alphabetic  corre- 
spondence files,  with  a  set  of  alphabetic  guides,  and  a  series 
of  folders  carrying  subject  designations  instead  of  names. 

415.  This  method  of  filing  may  prove  satisfactory  in  many 
instances,  provided  the  material  does  not  run  into  volume  or 
ramification  of  subjects. 

416.  As  soon  as  the  necessity  for  division  of  subjects  de- 
velops, the  alphabetic  method  shows  a  marked  weakness  due 
to  the  cumbersome  work  required  to  cross-index  or  cross- 
reference. 

417.  To  illustrate — a  folder  is  opened  under  the  heading 
"INSURANCE,"  is  filed  in  alphabetic  order  behind  the  "I" 
guide,  and  contains  all  material  on  this  subject. 

418.  After  the  file  has  been  in  operation  for  a  time  it 
becomes  desirable  to  separate  the  material  into  finer  divisions, 
such  as  accident,  automobile,  burglary  insurance,  etc. 

419.  This  can  be  accomplished  by  taking  a  new  folder, 
placing  in  same  all  of  the  material  pertaining  to  accident  in- 
surance, marking  the  folder  "INSURANCE,  ACCIDENT,"  and 
filing  it  behind  the  first  folder  bearing  the  title  "INSURANCE." 


420.  In  order  to  complete  the  files,  a  cross  reference  must 
be  inserted  in  the  "A"  section  of  the  files,  referring  from 
' '  Accident "  to  "  Insurance. ' ' 


SUBJECT    FILING 


95 


421.  As  the  number  of  subjects  or  amount  of  material  to 
be  handled  increases,  the  difficulty  in  handling  the  files  un- 
der the  alphabetic  method  will  increase  proportionately,  due 
to  the   inability  to   cross-reference  satisfactorily  without  a 
great  amount  of  labor  and  the  lack  of  a  positive  check  as  to 
the  filing  of  other  papers  on  the  same  subject,  papers  fre- 
quently being  split  between  two  files. 

Decimal  Arrangement 

422.  This  arrangement  is  based  upon  the  Dewey  decimal 
classification  used  in  public  and  private  libraries  to  obtain 
the  necessary  grouping  of  the  books. 

423.  The  Dewey  classification  divides  the  field  of  human 
knowledge  into  nine  main  classes,  the  tenth  class  covering 
cyclopedias,   periodicals,   and   other  works   of   so   general  a 
character  that  it  would  be  impossible  to  place  them  in  any 
one  of  the  other  nine  divisions. 


000  GENERAL  WORKS 
100  PHILOSOPHY 
200  RELIGION 
300  SOCIOLOGY 
400  PHILOLOGY 


500  NATURAL  SCIENCE 
600  USEFUL  ARTS 
700  FINE  ARTS 
800  LITERATURE 
900  HISTORY 


If  the  group  of  Useful  Arts  was  selected,  it  would  be  fur- 
ther divided  into  nine  parts: 


INDEXING   AND   FILING 


600  USEFUL  ARTS 
610  Medicine 
620  Engineering 
630  Agriculture 
640  Domestic  Economy 


650  Communication,  Commerce 
660  Chemical  Technology 
670  Manufactures 
680  Mechanic  Trades 
690  Building 

If  the  subject  of  Engineering  was  taken,  it  would  be  found 
to  resolve  itself  into  nine  subdivisions: 


626  Canal  Engineering 

627  River,  Harbor,  and  General 

Hydraulic  Engineering 

628  Sanitary  Engineering — 

Water  Works 

629  Other  Branches  of 

Engineering 


620  ENGINEERING 

621  Mechanical  Engineer- 

ing 

622  Mining  Engineering 

623  Military  and  Naval 

Engineering 

624  Bridges  and  Roofs 

625  Railroad  and  Road 

Engineering 

424.  Adaptations  of  the  Dewey  decimal  classification  can 
only  be  used  to  advantage  where  the  number  of  main  groups 
or  classes  can  be  limited  to  nine,  the  secondary  and  subse- 
quent divisions  being  limited  to  the  same  extent. 

425.  In  connection  with  railroad  work  an  adaptation  of 
the  Dewey  classification  has  been  developed  by  W.  H.  Will- 
iams, of  the  Baltimore  &  Ohio  Railroad  Company ;  another  has 
been  developed  in  connection  with  telephone  companies'  rec- 
ords, both  of  them  having  been  published  in  book  form. 

Numeric  Arrangement 

426.  In  instances  where  the  number  of  groups  or  main 
classes  are  likely  to  exceed  nine  divisions,   a  primary  and 
secondary  number  classification  can  be  used  to  better  ad- 
vantage. 

^27.    As  compared  with  the  decimal  system,  this  classi- 
rication  has  the  following  advantages : 

(a)   Unlimited   number   of   primary   divisions   against    a 
maximum  of  nine  in  the  decimal  notation. 


SUBJECT    FILING  97 

(b)  Unlimited  number  of  secondary  divisions  against  a 

maximum  of  nine  in  the  decimal  notation. 

(c)  Maximum  of  26  tertiary  divisions  against  a  maximum 

of  nine  in  the  decimal  notation. 

428.  This  is  accomplished  by  eliminating  the  decimal  fea- 
ture,  and  continuing  the  primary  and  secondary  numbers 
beyond  the  numeral  nine  in  both  divisions. 

429.  The   dash   or  hyphen  should  be  used  between  the 
primary  and  secondary  numbers  instead  of  the  decimal  point 
or  period,  as  it  is  easier  to  read. 

430.  In  the  average  organization  the  tertiary  division  can 
be  taken  care  of  by  suffixing  a  letter  of  the  alphabet  to  the 
secondary  number,  the  26  letters  of  the  alphabet  usually  being 
sufficient  to  cover  the  requirement  of  this  division. 

431.  The   following   classification    of    subjects   shows   an 
adaptation  of  the  decimal  metliod  paralleled  with  the  primary 
and  secondary  form  of  notation,  both  using  the  same  subjects 
as  far  as  the  decimal  notation  goes,  with  the  addition  of 
others  in  the  other  form  of  notation. 

432.  COMPARISON  OF  THE  DECIMAL  ARRANGEMENT  WITH 
THE  DUPLEX  NUMERIC  ARRANGEMENT  (showing  the  possibility 
of   expansion   in   the   latter   that   is   lacking   in  the   decimal 
classification)  : 

PRIMARY  DIVISIONS 

Decimal  Duplex  Numeric 

000  GENERAL 

100  ASSOCIATIONS  AND  1  ASSOCIATIONS  AND  INSTI- 

INSTITUTIONS  TUTIONS 

200  BANKING  2  BANKING 

300  INVESTMENT-SPECULA- 
TION 3  INVESTMENT-SPECULATION 

400  ACCOUNTING  4  ACCOUNTING 

500  PUBLIC  SERVICE  5  PUBLIC  SERVICE 

600  INSURANCE  6  INSURANCE 


INDEXING   AND   FILING 


700  PROFESSIONAL 
800  REAL  ESTATE 
900  CORPORATIONS 


Decimal 
600  INSURANCE 
610  Accident 
620  Automobile 
630  Life 
640  Fire 
650  Burglary 
660  Marine 
670  Fraternal 
680  Boiler 
690  Other  types 


7  PROFESSIONAL 

8  REAL  ESTATE 

9  CORPORATIONS 

10  PRODUCTION 

11  DISTRIBUTION 

12  AGRICULTURE 

SECONDARY   DIVISIONS 

Duplex  Numeric 
6  INSURANCE 

6  -  1     Accident 
6  -  2     Automobile 
6  -  3     Life 
6  -  4    Fire 
6  -  5     Burglary 
6-6     Marine 
6  -  7     Fraternal 
6  -  8     Boiler 
6  -  9     Title 
6  -  10  Industrial 
6-11  Liability 
6-12  Plate  Glass 
6  -  13  Fidelity-Bonding 
6-14  Employers'  Liability 

TERTIARY  DIVISIONS 


Decimal 

640  FIRE  INSURANCE  6 

641  Losses  6 

642  Agents  6 

643  Rates  6 

644  Danger  Zones  6 

645  Statistics  6 


Duplex  Numeric 

-  4      FIRE  INSURANCE 

-  4  a  Losses 

-  4  b  Agents 

-  4  c  Rates 

-  4  d  Danger  Zones 

-  4  e   Statistics 


433.  In  the  same  manner  as  outlined  in  the  description 
of  the  numeric  system,  an  index  card  must  be  written  for 
the  title  or  subject  assigned  to  each  group  with  the  neces- 
sary cross-index  cards.  (See  §§  366  to  368.) 


SUBJECT    FILING 


99 


Insurance 

6 

Accident 

6 

-  1 

Automobile 

6 

•  2 

Life 

6 

-  3 

Fire 

6 

-  4 

Looses 

^*  ~-   ^  •  —  —  —  —  ^  

6 

-  4  a 

434.  The  cross-index  cards  are  filed  in  the  proper  alpha- 
betic sequence  behind  the  same  set  of  guides  used  for  the 
cards  representing  the  various  groups,  so  that  the  subject 
or  any  of  its  ramifications  can  be  located  no  matter  which 
way  they  occur  to  the  person  consulting  the  index. 

435.  The  papers  pertaining  to  a  subject  are  indexed  as 
indicated  in  the  foregoing,  and  are  then  filed  in  a  folder  or 
envelope    under    the    number    assigned    to    that    particular 
subject. 

436.  Where  papers  relate  to  more  than  one  subject,  they 
should  be  filed  under  the  most  important  one,  and  a  cross- 
reference  sheet  or  card  be  inserted  in  the  folders  of  the  other 
subjects,  indicating  where  the  material  in  question  is  filed. 


Subiact         WATER                                                                                                                               File  No        2   -  4  » 

Tot  additional  information  on  this  subject  see  the  following:— 

TITLE  OF  BOOK  OR  ARTICLE 

C.utog    o> 

f,!.    No 

Page 

Distilled  faed  .Vnter  -  C  F  Rirsh'f  eld  (1915) 

Scale  Forming  "hardness"  temporary  and  permanent 
set  "Factory  Power  Plants"  Uyers     (1915) 

^  ^^  -*__—— 

6  -  1,   V.  49 
140 

—  -  —  . 

724 
92 

—  - 

CHAPTER   XI 
LOST   PAPERS 

437.  One  of  the  most  exasperating  things  in  connection 
with  filing  is  a  lost  paper.    Serious  consequences  have  so  often 
resulted  from  such  loss,  either  temporary  or  permanent,  that 
any  precautions  taken  to  prevent  them  might  be  considered 
justifiable.  ' 

438.  When  conditions  are  analyzed  it  usually  develops 
that  the  blame  for  lost  papers  can  be  laid  to  a  large  extent 
against  the  executive  department  of  the  organization,  due  to : 

(a)  Failure  to  establish  definite  rules  regarding  the  hand- 

ling of  all  papers  in  all  departments. 

(b)  Failure  to  establish  filing  department  rules,  giving 

definite  instructions  and  fixing  responsibility. 

(c)  Failure  on  the  part  of  executives  to  adhere  to  rules 

that  they  have  made. 

Misfiling  and  Its  Causes 

439.  Incorrect  guiding  of  material  in  a  file  drawer  will 
create  a  chance  for  misfiling,  due  to  complicated  designa- 
tions in  alphabetic  guiding,  or  excess  of  guides  in  propor- 
tion to  the  volume  of  material. 

440.  Insufficient  guiding,  or  the  total  lack  of  guides,  is 
equally  bad,  as  there  is  no  definite  division  nor  minimum 
number  of  guides  maintained,  always  leaving  the  possibility 
of  putting  the  material  in  the  wrong  folder. 

441.  Good  guiding  in  a  correspondence,  invoice,  or  credit 
record,  etc.,  should  allow  30  to  40  guides  per  drawer  of  24 
inches  in  depth. 

442.  Lack  of  uniform  rule  regarding  the  location  of  the 

100 


LOST    PAPERS  ioi 


material  filed  in  relation  to  the  guide  governing  the  group 
covering  such  material. 

443.  All  folders,  papers,  etc.,  should  be  filed  behind  the 
guide  covering  the  group,  never  in  front  of  the  guide. 

444.  Use  of  the  double  designation  on  guides  limits  the 
material  to  the  boundaries  maintained  by  the  guide,  necessi- 
tating exceptions  for  all  material  too  heavy  in  volume  to 
be  filed  within  the  group.    (See  §§  213  to  215.) 

445.  Use  of  guides  in  the  files  without  the  check-sorter 
projection,  thus  allowing  the  folders  or  papers  to  slip  under 
the  guides  to  the  bottom  of  the  drawer. 

446.  Permitting  the  overloading  of  folders,  the  increased 
volume  of  material  expanding  the  folder  to  such  an  extent 
that  the  papers  in  the  file  stand  higher  than  the  front  or 
back  flaps  of  the  folder  that  contains  them. 

447.  If  two  or  three  heavy  folders  happen  to  come  to- 
gether in  the  files,  there  is  a  chance  of  misfiling  due  to  the 
end  of  one  file  and  the  beginning  of  the  next  not  being 
clearly  defined,   papers  being  put  in  the  wrong  folder  or 
between  folders. 

448.  This  can  be  readily  overcome  by  the  use  of  an  ex- 
pansion folder  or  by  inserting  an  additional  folder  in  front 
of  the  one  in  use,  in  which  event  the  first  folder  should  be 
marked  with  the  date  the  file  was  started  and  the  date  of 
the  last  paper. 

449.  Regardless  of  the  number  of  folders,  those  contain- 
ing the  papers  of  earliest  date  should  not  be  removed  until 
such  time  as  the  regular  transfer  is  made. 

450.  Carelessness  in  returning  folders  to  the  file,  putting 
them  in  the  wrong  places,  sometimes  putting  one  folder  in- 
side of  another. 

451.  Folders  misfiled  in  this  manner  cannot  remain  un- 


102  INDEXING   AND   FILING 

discovered  for  any  length  of  time  if  the  file  clerk  keeps  the 
file  straightened  up ;  i.e.,  sees  that  the  file  papers  do  not  pro- 
trude beyond  the  top  or  edges  of  the  folder,  that  torn  folders 
are  replaced,  and  that  the  follow  blocks  are  kept  jacked  up 
against  the  material  as  snugly  as  possible. 

452.  FILE  DRAWER  TOO  FULL.    An  overloaded  file  drawer  is 
only  an  aggravated  case  of  the  overloaded  folder,  develop- 
ing the  same  conditions.     Every  drawer  of  the  file  that  is 
filled  so  full  that  papers  have  to  be  forced  into  the  folders, 
or  that  folders  removed  have  to  be  forced  back  into  place, 
means  a  decided  decrease  in  the  efficiency  of  handling  the 
files. 

453.  The  ordinary  paper  clip  found  in  use  in  almost  every 
office  is  another  cause  of  misfiling.     Papers  thrown  into  the 
file  trays  with  clips  fastening  them  together  frequently  pick 
up  another  paper  by  means  of  this  clip,  and  the  slightest 
laxity  on  the  part  of  the  file  clerk  means  a  misfiled  paper. 

454.  When  necessary  to  have  papers  fastened  together,  it 
should  be  accomplished  by  use  of  a  stapling  machine,   or 
else  by  pasting  the  sheets  together  in  the  extreme   upper 
left-hand  corner. 

455-  NUMERIC  FILING.  Failure  on  part  of  the  operator 
to  check  the  number  marked  on  the  paper,  against  the  num- 
ber of  the  folder,  and  the  number  on  the  paper  previously 
filed. 

456.  Transposition  of  the  file  number  when  marking  the 
number  on  the  paper. 

457.  Failure  on  the  part  of  the  person  releasing  the  paper 
for  filing,  to  designate  the  subject  under  which  it  should 
be  filed. 

458.  ALPHABETIC  FILING.      Failure  on  the  part  of  the 
operator  to  check  full  name  or  subject  on  the  paper  against 


LOST     PAPERS  103 

the  name  on  the  folder.    This  happens  most  frequently  when 
a  repetition  of  common  names  occurs. 

459.  In  the  preceding  paragraphs  some  of  the  causes  of 
misfiling  have  been  described,  all  of  which  can  be  eliminated  if 
proper  rules  are  made  governing  the  filing  department  and 
adequate  equipment  is  provided. 

Missing  Papers 

460.  Missing  papers  may  be  divided  into  four  classes: 

(a)  Papers  that  have  not  reached  the  files. 

(b)  Papers  that  have  been,  removed  from  the  files  with- 

out adequate  record  being  made  to  indicate  by  whom 
taken. 

(c)  Papers  that  have  been  misfiled — due  to  carelessness 

on  part  of  file  clerk  or  others,  overcrowding  of  the 
files,  etc. 

(d)  Papers  showing  two  subjects  or  titles  without  definite 

selection  of  one  or  the  other,  and  lack  of  any  stand- 
ard rule  covering  the  filing  or  cross-indexing. 

Papers  That  Have  Not  Reached  the  Files 

461.  No  matter  what  rules  or  routine  may  be  established, 
the  most  flagrant  violator  of  such  rules  is  usually  the  head 
of  the  organization,  or  an  executive  in  some  department. 

462.  This  is  repeatedly  evidenced  by  the  examination  of 
the  pending  tray  or  basket  on  any  busy  executive's  desk, 
which  will  invariably  be  found  to  contain  a  number  of  papers 
that  have  never  been  through  the  file  clerks'  hands. 

463.  This  does  not  refer  to  papers  that  have  not  received 
initial  attention,  but  to  material  where  the  replies  have  been 
written  and  held,  pending  final  disposition. 

464.  Another  development  of  similar  nature  is  the  side- 
tracking of  papers  in  the  desks  of  subordinates  whose  in- 
tentions are  better  than  their  execution. 


104  INDEXING   AND   FILING 

465.  As  instances  of  the  foregoing  may  be  cited  missing 
papers  found: 

(a)  Sandwiched  between  supplies  of  stationery  in  the 

desks  of  stenographers  or  clerks. 

(b)  In  the  drop  pocket  of  a  standard  typewriter  desk, 

which  has  yielded  everything  from  originals  and  car- 
bon copies  of  letters,  to  pencils,  erasers,  carbon 
paper,  and  rubbish  of  various  kinds. 

(c)  In  drawers  or  pigeonholes  of  desks. 

466.  The  papers  in  the  pending  tray  or  basket  on  the 
executive's  desk  can  be  taken  care  of  to  much  better  advan- 
tage in  the  current  files  and  brought  back  to  his  or  her  desk 
each  day  as  they  may  require  attention,  by  means  of  a  tickler 
system. 

467.  Where  subordinates  are  involved,  a  rule  should  be 
made  providing  that  all  unfinished  business  shall  be  kept  in 
one  folder  or  basket,  and  a  definite  place  either  on  or  in  the 
desk  provided  for  such  receptacle. 

Papers  Removed  from  the  Files 

468.  With  the  exception  of  very  small  organizations,  fold- 
ers or  papers  removed  from  the  files  should  be  charged  to 
the  person  taking  same,  by  means  of  substitution  records 
or  receipts. 

469.  Such   action   establishes   the   responsibility   for   the 
papers    and    enables   the    file   clerk   to   locate    such   papers 
promptly  should  they  be  required  by  another  person. 

470.  If  such  substitution  records  or  receipts  are  not  main- 
tained, it  means  a  desk-to-desk  canvass  until  the  papers  have 
been  found. 

Papers  That  Have  Been  Misfiled 

471.  Papers  misfiled  may  often  be  found  in  the  folder 
preceding  or  following  the  one  in  which  they  belong. 


LOST    PAPERS  105 

472.  If  the  files  are  overcrowded,  look  between  the  folders, 
also  on  the  bottom  of  the  file  drawer,  under  the  folders. 

473.  If  no  guides  are  used  in  the  file,  or  guides  used  have 
no  check-sorter  projections,  a  folder  or  paper  may  slip  to 
the  bottom  of  the  file  drawer. 

474.  In  alphabetic  files  look  through  folders  containing 
correspondence  with  similar  names. 

475.  In  numeric  files  look  over  the  index  for  similar  names 
and  then  check  out  each  folder  to  see  if  a  wrong  file  num- 
ber has  been  assigned  to  the  paper. 

476.  Examine  the  contents  of  folders  bearing  numbers 
that  might  be  transpositions  of  the  correct  file  number;  e.g., 
if  a  paper  is  missing  from  folder  76,  look  through  folder  67 ; 
if  missing  from  187,  look  through  178 ;  etc. 

477.  Look  up  previous  correspondence,  if  any,  to  see  if 
it  carries  a  proprietary  name  as  well  as  that  of  the  owner 
or  partners  in  the  concern;  e.g.,  " Brown  and  Wilson"  might 
be  the  proprietors  of  the  Atlanta  Dry-Goods  Company,  writ- 
ing at  one  time  under  one  name  and  later  under  the  other, 
in  which  event  there  might  be  two  different  files  opened. 

478.  This  can  be  obviated  by  cross-indexing,  giving  pref- 
erence in  filing  to  the  firm  name  rather  than  the  propri- 
etary one. 

479.  Misfiled  papers  in  a  subject  file  are  apt  to  be  filed 
under  some  synonym  of  the  subject,  a  new  file  being  estab- 
lished under  the  synonym. 

480.  By  cross-indexing  under  the  various  synonyms  to 
the  accepted  subject  heading,  this  trouble  can  be  eliminated. 


CHAPTER   XII 
TRANSFERRING 

481.  Due  in  the  majority  of  instances  to  a  mistaken  idea 
of  economy,  some  executives  refuse  to  consider  the  expendi- 
ture of  money  for  proper  transfer  equipment  in  any  other 
light  than  a  needless  expense. 

482.  Yet  the  same  executive  will  waste  the  time  of  a  num- 
ber of  employees    (usually   high-priced   ones)    hunting  for 
some  particular  paper  that  has  been  removed  from  the  cur- 
rent files,  tied  up  in  paper  packages,  and  then  stored  away 
in  packing  boxes  in  some  out-of-the-way  place. 

483. .  The  transferring  of  papers  should  be  considered  from 
the  following  standpoints,  and  transfer  equipment  provided 
for  the  care  of  this  class  of  material  in  accordance  with  the 
plan  best  adapted  to  the  needs  of  the  organization. 

Methods  of  Transfer 

484.  There  are  three  methods  available  by  which  the  trans- 
fer of  dead  material  can  be  accomplished: 

(a)  Periodic  shift  of  the  entire  contents  of  the  file  to 

transfer  equipment  of  equal  capacity. 

(b)  Maintenance  of  multiples  of  the  regular  files,  each 

unit  of  equipment  containing  equal  periods. 

(c)  Continuous  transfer  at  regular  intervals,  retaining  in 

the  current  files  all  material  bearing  dates  included 
within  the  fixed  minimum  period  immediately  pre- 
ceding the  date  of  transfer. 

Periodic  Transfer 

485.  This  is  the  easiest  way  to  transfer,   as  it  simply 
means  the  removal  of  the  guides  and  folders  with  the  material 

106 


TRANSFERRING 


107 


from  the  current  files  to  transfer  drawers  or  boxes,  and  the 
insertion  of  a  new  set  of  guides  and  folders  in  the  current 
files. 

486.  Each  transfer  drawer  or  box  should  be  labeled  to 
show  the  contents.     If  alphabetic,  the  label  should  show  the 
section  of  alphabet  contained,  as  indicated  by  the  first  and 
last  guides  in  the  transfer,  with  the  addition  of  the  year 
or  other  period  contained. 

487.  If  a  numeric  system  is  used,  the  contents  should  be 
indicated  by  designation  of  the  numbers  of  the  first  and  last 
folders,  and  the  year  or  other  period  contained.    (See  §  384  c.) 

488.  This  method  can  be  used  in  organizations  where  the 
percentage  of  reference  is  small,  the  papers  being  to  a  large 
extent  of  a  miscellaneous  character  which  would  permit  of 
their  elimination  from  the  current  files  at  an  early  date. 

Multiples  of  Current  Files 

489.  When  this  method  is  employed,  the  current  files  are 
operated  for  a  fixed  period,  say  one  year,  and  at  the  end  of 
that  time  the  equipment  is  duplicated  to  take  care  of  the 
filing  for  the  succeeding  year. 

490.  At  the  end  of  the  second  period,  the  material  in  the 
files  covering  the  first  period  is  removed  and  placed  in  trans- 
fer cases,  or  destroyed,  according  to  the  requirements  of  the 
organization. 

491.  The  equipment  from  which  the  transfer  is  made  is 
then  available  for  filing  of  material  covering  a  new  period. 

492.  In  a  business  of  a  seasonal  nature,  necessitating  ref- 
erence to  the  files  of  the  corresponding  season  of  the  preced- 
ing year,  the  amount  of  reference  of  this  character  is  usually 
sufficient  to  warrant  investment  in  the  duplicate  equipment. 

493.  With  the  equipment  required  to  carry  one  year's 
material  duplicated,  a  minimum  of  one  year  and  a  maximum 
of  two  years  are  always  available. 


108  INDEXING   AND   FILING 

494.  If  the  transferring  is  handled  in  this  manner,  it  will 
be  found  advisable  to  carry  the  current  period  in  the  upper 
drawers  of  the  files  (providing  standard  four-drawer  vertical 
files  are  used),  and  the  previous  period  in  the  lower  drawers, 
this    affording    quicker   access   to   the    current   material    in 
the  upper  drawers  both  from  the  standpoint  of  filing  and 
reference. 

Continuous  Transfer 

495.  This  method  necessitates  the  establishment  of  a  fixed 
minimum  and  maximum  period  for  the  current  files.    If  the 
material  is  to  be  retained  for  a  minimum  of  one  year,  the 
maximum  can  be  made  one  and  a  half  years  or  greater  if 
desired. 

496.  At  the  end  of  the  maximum  period,  each  folder  is 
examined  and  all  papers  over  a  year  old  are  removed  and 
placed  in  transfer  files  in  the  same  order. 

497.  If  a  folder  contains  no  material  bearing  a  date  within 
the  year  or  other  minimum  period,  the  entire  folder  should 
be  removed  and  placed  in  the  transfer  files. 

498.  This  plan  differs  from  the  others  as  it  allows  the 
work  of  transferring  to  be  carried  on  without  holding  up 
the  regular  current  filing  until  such  transfer  is  completed,  the 
method  being  a  process  of  elimination  of  the  dead  material 
between  two  fixed  dates. 

499.  When  the  material  is  retained  for  a  number  of  years, 
the  transferred  material  can  be  arranged  so  as  to  bring  all 
of  the  material  of  one  correspondent  or  subject  together  in 
one  place. 

500.  When    this    arrangement    is    desired,    the    transfer 
drawers  or  cases  should  only  be  filled  about  half  full  at  the 
time  of  the  first  transferring,  so  as  to  allow  for  future  trans- 
fers without  the  necessity  of  shifting  all  of  the  material  in 
order  to  make  room  for  the  material  transferred  later. 


TRANSFERRING 


109 


501.  In  some  offices  where  the  reference  to  transferred 
material  over  a  year  old  is  slight,  the  files  are  kept  by  years 
without  merging  the  material  of  one  period  with  that  of  the 
previous  period. 

502.  Folders  that  are  full  should  not  be  transferred  at 
any  other  time  than  the  regular  transfer  period.     (See  §§  260 
to  262.) 

503.  When  operating  under  a  numeric  system,  a  common 
mistake  is  made  by  file  clerks  in  replacing  transferred  folders 
with  a  complete  set  of  numbered  folders  in  consecutive  order, 
disregarding  the  fact  that  some  correspondents  of  one  year 
may  not  be  correspondents  the  next  year.     (See  §  384  b.) 

504.  Folders  should  be  numbered  and  put  in  the  current 
files  after  the  transferring  only  at  such  times  as  they  may 
be  required  for  the  filing  of  the  papers  of  a  given  corre- 
spondent. 

505.  Exception.      It  frequently  occurs  that  an  organiza- 
tion using  the  numeric  system  will  give  a  customer  the  same 
number  for  his  ledger  account  and  the  correspondence  file, 
using  the  same  index  for  both. 

506.  In  instances  like  this,  it  may  be  advisable  to  trans- 
fer all  of  the  old  folders  and  replace  them  with  an  entire 
new  set.    Such  procedure  would  depend  upon  the  individual 
conditions. 

507.  Exceptions  of  this  nature  are  usually  due  to  the  fact 
that  no  account  number  or  file  number  is  assigned  to  a  cor- 
respondent until  actually  developed  into  a  customer.     Until 
that  time  all  papers  are  filed  in  a  miscellaneous,  alphabeti- 
cally arranged  file. 

Destroying  Papers 

508.  Depending  upon  the  line  of  business  as  well  as  the 
nature  of  the  records,  the  length  of  time  transferred  papers 
should  be  kept  will  vary  with  each  case  considered. 


HO  INDEXING   AND   FILING 

509.  For  instance,  if  a  record  is  taken  of  customers'  names 
and  addresses,  a  mail-order  house  will  seldom  require  cor- 
respondence more  than  a  year  back. 

510.  On  the  other  hand,  it  is  nothing  unusual  to  have  a 
foreign  correspondent  refer  to  an  order,  or  a  letter,  of  ten 
or  fifteen  years  ago,  requesting  a  duplication  of  the  order  or 
further  information  in  connection  with  the  subject  involved. 

511.  In  businesses  of  seasonal  nature,  transferred  material 
can  seldom  be  disposed  of  short  of  two  years,  and  in  some 
instances  must  be  kept  a  great  deal  longer. 

512.  Another  factor   entering  into  this   question  is  the 
statutes  of  limitations  governing  the  time  limit  and  manner 
of  bringing  suits  to  collect  a  given  indebtedness.    These  vary 
according  to  the  state  in  which  the  action  is  brought.     In 
New  York  it  is  six  years. 

513.  Some  concerns  will  not  permit  the  destruction  of  any 
papers  unless  the  dates  of  such  papers  fall  outside  of  the 
statutes  of  limitations. 

514.  Under  no  circumstances  should  papers  be  destroyed 
without  proper  authority,  preferably  in  writing. 

Guides  in  Transfer  Files 

515.  When  transferring  papers  filed  under  a  numeric  sys- 
tem, it  is  not  necessary  to  transfer  the  guides,  as  the  folders 
will  be  in  sequence  of  numbers,  although  they  may  not  al- 
ways be  in  consecutive  order. 

516.  In  direct  alphabetic  filing,  the  better  grade  equip- 
ment provides  a  tabbed  miscellaneous  folder,  one  for  each 
division  of  the  alphabet,   the  tabs  printed  with  the  same 
designations  as  the  guides.     (See  illustration,  page  111.) 

517.  This  arrangement  permits  the  use  of  the  tabbed  mis- 
cellaneous folders  as  guides  in  the  transfer  files,  leaving  the 
regular  guides  in  the  current  file. 

518.  This  method  of  guiding  transferred  files  effects  a 


TRANSFERRING 


111 


-/_  Adams  Ernest  R 
Acme  White  Lead  fiCd 


material  saving  in  the  cost  of  transferring,  as  the  miscellane- 
ous folders  taken  from  the  current  files  cost  considerably  less 
to  replace  than  the  guides. 

519.  When  used  in  this  manner,  it  must  be  remembered 
that  the  miscellaneous  folder  usually  marks  the  end  of  the 
division  represented  by  the  designation  printed  on  the  tab; 
consequently  all  material  of  that  particular  division  of  the 
files  will  ordinarily  be  found  in  front  of  the  miscellaneous 
folder,  unless  a  rearrangement  was  made  at  the  time  of  trans- 
ferring so  as  to  bring  the  miscellaneous  folder  in  front  of 
the  individual  folders  of  the  same  group. 

520.  In  order  to  insure  the  return  of  the  folders  taken 
from  the  transfer  files  for  reference,  to  the  proper  files,  all 
folders  put  in  the  transfer  files  should  be  stamped  along  the 


112  INDEXING   AND   FILING 

top  edge  of  the  front  flap  of  the  folder  with  the  word 
"TRANSFERRED"  followed  by  the  designation  of  the  period 
represented  by  the  papers  in  the  folder. 

521.  If  the  transferred  folder  contained  the  correspond- 
ence for  the  ejatire  year  of  1914,  it  would  be  stamped  ' '  TRANS- 
FERRED 1914";  or  if  it  contained  less  than  the  year's  corre- 
spondence or  papers,  say  the  first  six  months,  it  would  be 
stamped  "TRANSFERRED  JAN.  to  JUNE,  1914";  etc. 

522.  Exception.      "When  the  transferred  material  of  one 
period  is  merged  with  that  of  a  preceding  period,  it  will  be 
found  impractical  to  mark  the  folder  or  transfer  file  with 
the  final  date  as  this  will  be  changed  with  each  succeeding 
transfer. 

523.  By  marking  the  folder  and  transfer  file  with  the 
earliest  date  contained,  the  final  date  could  be  omitted  until 
such  time  as  a  break  was  made  in  merging,  and  a  new  set  of 
transfers  started.  *• 

524.  When   transferred   material    of    one   period    is   not 
merged  with  that  of  a  previous  period,  it  is  recommended 
that  the  paper  bearing  the  earliest  date  in  each  individual 
folder  be  stamped  as  shown  below,  to  indicate  that  there  is 
previous  correspondence  in  the  transferred  files  if  such  is 
the  case. 


FOR  PAPERS  PRIOR 

TO  THIS  DATE 
SEE  TRANSFERRED 


525.  The  use  of  a  rubber  stamp  in  this  manner  will  save 
time  in  reference  work,  as  the  absence  of  the  imprint  indi- 
cates that  there  is  no  correspondence  or  papers  prior  to  the 
date  or  period  examined. 

Transfer  Equipment 

526.  While  it  is  not  always  the  most  important  factor  in 


TRANSFERRING  113 

deciding  the  type  of  transfer  receptacle  to  be  used,  the  ques- 
tion of  the  space  available  for  transferred  material  must  re- 
ceive consideration. 

527.  When  sufficient  floor  space  is  available,  the  unit 
drawer  type  of  transfer  (either  wood  or  steel)  will  be  found 
to  be  the  most  satisfactory  proposition. 


528.  This  type  of  file  can  be  stacked  one  on  top  of  the 
other  without  the  use  of  shelving,  running  the  stack  as  high 
as  it  may  be  found  desirable,  the  drawer  of  any  unit  in  the 
stack  being  accessible. 

529.  Each  drawer  will  take  the  equivalent  of  the  con- 


114  INDEXING  AND   FILING 

tents  of  a  standard  vertical  file  drawer  (usually  24  inches 
deep),  and  can  be  used  with  any  method  of  transfer  desired. 

530.  If  the  floor  space  is  limited,  but  the  wall  space  will 
permit  of  the  erection  of  shelving,  the  pamphlet  box  type 
of  transfer  can  be  used  to  advantage. 


531.  Pamphlet  boxes  are  made  in  sizes  (height  and  width) 
conforming  to  standard  sizes  of  the  vertical  files,  e.g.,  cor- 
respondence, invoice,  legal  cap,  etc.,  but  varying  in  thick- 
ness, this  governing  the  volume  of  material  that  can  be  filed 
in  each  box. 

532.  The  thickness  or  depth  of  a  pamphlet  box  runs  ap- 
proximately three,  four,  and  five  inches;  of  these  three  sizes 
the  four-inch  box  is  the  one  most  favored,  as  the  three-inch 
box  holds  too  little  material,  and  the  five-inch  box  is  too 
heavy  for  general  use. 

533.  In  comparing  capacities  it  will  require  six  four-inch 
pamphlet  boxes  to  take  the  equivalent  of  one  standard  unit 
transfer  drawer. 


CHAPTER  XIII 
CENTRAL   FILING  DEPARTMENT 

534.  With  the  growth  of  an  organization,  duties  originally 
attended  to  by  the  proprietor  are  delegated  to  subordinates 
with  the  consequent  building  up  of  departments,  each  hav- 
ing a  certain  function. 

535.  As  these  departments  develop,   correspondence  and 
other  papers  accumulate,  the  filing  being  carried  on  under  a 
system  installed  by  the  department  head  or  some  assistant. 

536.  On  this  basis  the  varieties  of  filing  frequently  equal 
the  departments  from  the  numeric  standpoint,  each  depart- 
ment operating  without  consideration  of  the  others,  with  the 
result  that  when  a  paper  is  wanted  it  usually  means  a  can- 
vass of  one  department  after  another  until  it  is  located. 

537.  The  establishment  of  the  central  filing  department 
as  a  clearing  house  for  all  papers  has  been  the  means  of 
eliminating  many  of  the  troubles  common  to  departmental 
filing,  and  in  the  average  organization  offers  the  following 
advantages : 

(a)  The  files  are  centralized  at  one  point  and  maintained 
under  a  standard  system,  this  bringing  all  material  relating 
to  a  given  correspondent  or  subject  together  in  one  file  or 
series  of  files. 

(b)  Files  in  charge  of  an  experienced  file  clerk  can  be 
kept  in  better  shape  than  the  scattered  departmental  files  in 
the  care  of  one  or  more  individuals  in  each  department. 

(c)  Responsibility  for  the  correct  filing  of  the  papers  is 
fixed,  with  the  file  clerk  in  position  to  keep  track  of  all  papers 
taken  from  the  files  and  to  check  the  return  of  such  material 
to  the  files. 


Ii6  INDEXING   AND   FILING 

538.  The  location  of  the  filing  department  should  be  con- 
sidered in  relation  to  the  other  departments  of  the  organiza- 
tion, and  should  be  so  situated  as  to  permit  of  the  delivery 
of  material  from  the  files  to  any  point  promptly. 

539.  Any  arrangement  that  relegates  the  filing  depart- 
ment to  some  obscure  corner,  usually  reacts  to  the  detriment 
of  the  entire  organization,  the  highest  paid  executives  and 
employees  suffering  most  on  the  score  of  lost  time. 

540.  After  the  location  of  the  department  has  been  de- 
cided upon,  the  next  consideration  is  the  physical  arrange- 
ment of  the  filing  equipment,  which  should  afford  ready  access 
to  any  part  of  the  files  from  the  working  center  occupied 
by  the  indexer's  desk  (if  any),  the  sorting  trays,  and  tables. 

541.  In  instances  where  more  than  five  or  six  units  are 
used,  the  stringing  out  of  the  files  in  one  straight  line  should 
be  avoided  as  far  as  possible,  as  it  almost  invariably  means 
lost  time. 

542.  The  allotment  of  a  rectangular  space  permitting  of 
an  arrangement  of  the  files  against  three  walls  of  the  room 
or  three  sides  of  the  space,  generally  gives  the  best  results. 

543.  The  amount  of  space  required  in  the  center  will  vary, 
depending  upon  the  number  of  filing  cabinets  required  and 
the  number  of  file  clerks  needed  in  the  operation  of  the 
department. 

544.  When  the  space  permits,  it  will  be  found  preferable 
to  give  each  file  clerk  a  small  desk  or  table,  instead  of  a 
large  table  for  the  general  use  of  the  entire  filing  department 
staff. 

545.  The  establishment  of  a  central  filing  department  does 
not  necessarily  mean  that  all  of  the  papers  coming  to  this 
department  must  be  merged  in  one  general  file. 

546.  The  divisions  maintained  will  depend  upon  the  needs 


CENTRAL    FILING    DEPARTMENT  117 

of  the  organization  in  each  instance,  variations  being  gov- 
erned by  the  size  of  the  concern  and  the  special  requirements 
of  the  different  departments. 

547.  The   divisions  that  it  may  be  found  desirable   to 
establish  would  ordinarily  be  grouped  as  follows : 

(a)  General  and  miscellaneous  correspondence. 

(b)  Branch  office  or  factory  correspondence,  reports,  etc. 

(c)  Private  correspondence  (under  lock  and  key). 

(d)  Credit  information  (under  lock  and  key). 

(e)  Information  and  data. 

(f)  Drawings  and  blue-prints  (if  any). 

(g)  Copies  of  sales  invoices    (reference   copies,   not  ac- 

counting department). 

548.  Such  material  as  the  private  correspondence   and 
credit  information  should  be  kept  under  lock  and  key,  be  filed 
by  the  head  file  clerk,  and  be  issued  only  to  individuals  hav- 
ing the  authority  to  requisition  it. 

Departmental  Routine 

549.  Rules  and  instructions  governing  the  operation  of  the 
filing  department  and  its  relations  with  other  departments 
should  be  clearly  set  forth  in  writing,  and  a  copy  of  such 
rules  with  amendments  and  changes  (when  made)  should  be 
furnished  to  each  department  throughout  the  organization. 

550.  Such  rules  should  define  in  detail : 

(a)  Method  of  filing. 

(b)  Divisions  of  the  files. 

(c)  Individual  responsibility  (if  more  than  one  clerk). 

(d)  Collection  of  material  to  be  filed. 

(e)  Rough  sorting,  indexing  (if  system  requires  it),  and 

filing  of  material. 

(f)  Issuance  of  material  requisitioned. 

(g)  Transferring  and  destroying  of  papers. 

551.  When  there  is  more  than  one  file  clerk,  one  of  them 


n8 


INDEXING   AND   FILING 


should  be  placed  in  charge  of  the  department,  the  subordi- 
nate file  clerks  being  assigned  certain  sections  of  the  files,  or 
definite  duties  in  relation  to  same. 

552.  The  collection  of  material  to  be  filed  should  be  made 
at  least  once  each  day,  oftener  if  the  conditions  demand,  the 
locations  from  which  such  collections  are  to  be  made  being 
definitely  indicated. 

553.  This    can   be   accomplished   by   listing   the   various 
points  from  which  collections  are  to  be  made,  or  they  can  be 
indicated  by  means  of  a  chart  showing  the  channels  through 
which  the  material  reaches  the  files. 


'Chief  Inaexer1 

or 
File  Clerk 


/ 

^ 

Assistant 
File  Clerks 

\ 
\ 

^ 

^ 

CATALOG 

FILES 

CORRESPOND- 
ENCE FILES 

WORJIATIOH 
FILES 

554.  In  instances  where  material  is  called  for  while  in 
process  of  filing,  sorting  trays  should  be  used  to  accomplish 
the  rough  sorting  to  alphabetic  divisions  which  will  permit 
of  access  to  the  papers  according  to  the  name  or  subject  dur- 
ing this  period. 

555-  When  the  filing  is  maintained  under  an  alphabetic 
arrangement,  the  sorting  tray  can  be  placed  beside  the  files 
and  the  material  taken  out  to  file  as  required,  the  guides 


CENTRAL    FILING    DEPARTMENT 


119 


usually  being  a  straight  alphabetic  set   (one  guide  to  each 
letter  of  the  alphabet). 


556.  Under  a  numeric  arrangement,  as  soon  as  the  mate- 
rial is  arranged  alphabetically,  the  sorting  tray  should  be 
taken  to  the  indexer's  desk,  the  papers  indexed,  and  then 


120 


INDEXING   AND   FILING 


reasserted  according  to  numeric  groups,  usually  by  hundreds, 
the  guides  in  the  sorting  tray  being  numbered  by  hundreds. 


557.  In  instances  where  the  material  to  be  filed  runs  into 
volume,  the  type  of  sorting  tray  illustrated  in  the  preceding 
paragraphs  can  sometimes  be  replaced  to  advantage  with  sort- 
ing racks,  consisting  of  a  series  of  pigeonholes  approximately 
12  inches  wide,  9  inches  deep,  3  to  4  inches  high  (for  cor- 
respondence or  papers  up  to  8y2  by  11  inches),  and  built  so 
as  to  incline  downward  from  front  to  back  and  thus  prevent 
the  papers  from  falling  out. 

558.  The  issuance  of  material  to  individuals  should  be 
governed  by  the  rules  set  forth  in  §§  270  to  284. 

559.  Transferring  and  destroying  of  papers  are  covered 
under  Chapter  XII,  "  Transferring. ' ' 


CHAPTER  XIV 
CLASSING  AND  GROUPING  OF  RECORDS 

Surveys 

560.  In  the  installation  of  filing  systems  it  is  essential 
that  the  system  selected  be  one  that  will  meet  the  require- 
ments of  the  organization. 

561.  This  can  be  determined  only  after  a  careful  analysis 
or  survey  of  the  various  files  in  operation,  if  these  are  already 
established;  covering  the  demands  made  upon  them  by  the 
different  departments,  how  the  files  are  situated  in  relation 
to  all  departments,   and  the  conditions  and  systems  under 
which  they  are  operated. 

562.  In  new  organizations  the  installation  must  be  based 
upon  the  scope  and  plans  of  the  business  as  well  as  upon 
the  methods  in  use  by  others  in  the  same  line  of  business. 

563.  While  it  is  true  that  no  two  organizations,  even  in 
the  same  line  of  business,  will  operate  under  exactly  the  same 
system,  there  is  a  certain  amount  of  similarity  that  will  per- 
mit of  amplification  or  modification,  provided  the  basic  plan 
of  operation  is  right. 

564.  When  a  filing  system  is  to  be  installed,  the  answers 
to  the  following  questions  will  disclose  the  general  conditions 
under  which  the  files  are  operated,  and  give  a  basis  for  the 
designing  of  the  system  to  be  installed. 

Analysis  of  Filing  Conditions 

565.  NAME  OB  TITLE  OF  ORGANIZATION 

566.  BUSINESS  OK  PROFESSION 

121 


122  INDEXING   AND   FILING 

567.  DEPARTMENT  OR  DIVISION  OF  THE  FILES 

568.  CLASS  OF  RECORD  FILED 

(a)  Correspondence 

(b)  Sales  invoices 

(c)  Purchase  invoices 

(d)  Credit  records 

(e)  Information  and  data 

569.  KIND  OF  MATERIAL  FILED 

(a)  Original  letters 

(b)  Carbon  copies 

(c)  Tissue  press  copies 

570.  FILING  SYSTEM 

(a)  Alphabetic 

(b)  Alphabetic-numeric 

(c)  Numeric 

(d)  Geographic 

(e)  Subject 

(f)  Decimal 

(g)  Whose  make  of  equipment? 

571.  FILING  CABINETS 

(a)  Size  of  drawer  inside  in  inches — height,  width, 

depth. 

(b)  Number  of  drawers. 

(c)  Style  of  file — vertical,  horizontal,  flat. 

(d)  Are  files  unit  or  solid  construction? 

(e)  Are  files  steel  or  wood? 

(f)  Whose  make  of  cabinet ? 

572.  HANDLING  OF  PAPERS 

(a)  Does  incoming  mail  pass  through  this  depart- 

ment prior  to  distribution  ? 

(b)  Are  papers  stamped  with  date  of  receipt? 

(c)  Are  papers  marked  with  the  date  that  they  are 

answered  ? 


CLASSING    AND    GROUPING    OF    RECORDS 


I23 


(d)  Number  of  points  from  which  collections  are 

made. 

(e)  Number  of  collections  per  day. 

(f)  Are  papers  stamped  or  initialed  to  indicate 

that  they  have  received  attention  and  can  be 
filed? 

(g)  Number  of  papers  handled  per  day  (average), 
(h)   Do    employees,    other   than    the    regular   file 

clerks,  file  any  papers  or  folders  away  after 

using  ? 

(i)  Is  record  kept  covering  folders  and  papers  re- 
moved from  the  files?    Out  guide  or  receipt 

card? 
(j)  Are  entire  folders  taken,  or  only  individual 

papers? 
(k)   State  number  of  references  per  day  to  the  file 

(approximately). 
(1)    Percentage    of   reference   within   six   months 

(approximately), 
(m)   Percentage  of  reference  within  twelve  months 

(approximately), 
(n)   Are  letter  copy  books  used?    If  so,  are  carbon 

or  loose  tissue  copies  filed  in  addition  to  the 

copy  book? 

573.     TRANSFERRING  OF  PAPERS 

(a)  Is  business  of  seasonal  nature  requiring  that 

files  of  previous  season  or  year  be  available  ? 

(b)  Are  papers  destroyed?    After  what  length  of 

time? 

(c)  Kind  of  transfer   case  used — pamphlet  box, 

wood  drawer,  steel  drawer,  shoe  box  type. 

(d)  Method  of  transfer.     Periodic  shift  of  entire 

contents  of  the  file.  .  Maintenance  of  mul- 
tiples of  regular  files,  separating  periods. 
Retaining  a  minimum  amount  of  correspond- 


124  INDEXING   AND   FILING 

ence  at  each  time  of  transfer,  making  periodic 
transfers. 

574.  CONDITION  OF  THE  FILES 

(a)  If  vertical  file  is  used,  how  many  guides  per 

drawer  ? 

(b)  Kind    of    guides    used — manila;    pressboard, 

plain  or  metal-tipped;  linen  card  stock, 
plain  or  celluloided. 

(c)  Folders  used — manila,  light  or  heavy  weight; 

envelopes. 

(d)  Are  folders  overloaded  ? 

(e)  Does  material  slump  in  the  files  ?    Cause. 

(f)  Are  file  drawers  overloaded? 

575.  FILE  CLERKS 

(a)  Number  of  operators — male,  female. 

(b)  What  other  duties,  if  any,  devolve  upon  file 

clerks  ? 

576.  LOCATION  OF  FILE  ROOM 

(a)  Location  of  file  room  in  relation  to  other  de- 

partments. 

(b)  Arrangement  (attach  sketch). 

(c)  Light. 

(d)  Space. 

577.  NUMERIC  FILES  (Vertical) 

(a)  Series  of  numbers — consecutive;   consecutive 

with  alphabetic  prefix.  Are  secondary  num- 
bers suffixed?  Are  letters  of  alphabet  used 
as  suffixes?  Are  gaps  left  in  numbering  to 
maintain  groups? 

(b)  What  other  uses,  if  any,  are  made  of  numbers  ? 

(c)  How  is  miscellaneous  mail  filed  ? 

(d)  Kind  of  index — bound  book,  loose-leaf,  card, 

visible. 

(e)  If  card  index,  state  approximate  number  of 


CLASSING    AND    GROUPING    OF    RECORDS 


125 


cards,    and   size   of   subdivision   of   guides. 
Attach  sample  of  card. 

(f)  Date  of  installation  of  present  index. 

(g)  Which  predominates,  names  or  subjects? 
(h)  What  information  is  recorded  on  index? 

(i)    Amount  of  cross-indexing    (approximate), 
(j)    Amount  -of  cross-referencing   (approximate). 

(k)  When  was  index  last  read  and  checked? 

(1)     Present  condition  of  index. 

(m)  When  files  are  transferred,  are  all  folders  re- 
placed in  the  current  files,  or  only  such 
folders  as  may  be  required  for  new  material  ? 

(n)  Are  papers  indexed  before  or  after  distribu- 
tion? 

(o)  When  there  is  more  than  one  file  clerk,  are  the 
papers  filed  by  the  same  clerk  who  does  the 
indexing  ? 

578.  ALPHABETIC  FILES  (Vertical) 

(a)  Guides.      Size    of    subdivision    (number    of 

guides  to  the  alphabet). 

(b)  Arrangement    of    guides — fifth-cut,    assorted 

positions;  fifth-cut,  first,  second,  and  third 
positions. 

(c)  Folders.     Are  individual  folders  used?     Are 

miscellaneous    folders    used?      Are    folders 
tabbed  or  straight-edged? 

(d)  Cross-indexing.     Approximately  how  much? 

Method. 

(e)  Cross-referencing.    Approximately  how  much  ? 

Method. 

579.  In  most  instances  the  greater  portion  of  material  to 
be  filed  consists  of  correspondence,  official  orders  from  cus- 
tomers, and  office  memoranda. 

580.  This  constitutes  the  basic  group  around  which  the 
balance   of   the   filing   system   is   built,    the    other   divisions 


126  INDEXING   AND   FILING 

of  the  files  depending  upon  the  size  and  requirements  of  the 
organization. 

581.  Where  the  size  of  the  concern  is  such  as  to  warrant 
the  maintenance  of  accounting,  credit,  sales,  and  purchasing 
departments,  it  may  be  necessary  to  establish  divisions  of  the 
files  to  cover  certain  classes  of  material  pertaining  to  these 
departments,  which  might  be  grouped  as  follows: 

582.  Correspondence    division    to    include    general,   sales, 
and  purchasing  departments'  correspondence,  official  orders 
from  customers,  office  memoranda,  etc. 

583.  Credit  division  to  include  credit  records,  mercantile 
reports,   references,  financial  statements  received  from  cus- 
tomers and  other  sources  and  serving  to  form  the  basis  on 
which  credit  is  established. 

584.  In  some  organizations  this  class  of  records  is  retained 
in  the  credit  or  accounting  department,  but  wherever  kept  they 
should  be  in  locked  files. 

585.  Sales  invoices,  when  filed  in  a  central  filing  depart- 
ment, are  usually  an  additional  set  of  copies  maintained  for 
reference  purposes.    This  is  done  in  order  to  save  the  time  of 
the  accounting  department  staff  in  looking  up  ledger  accounts 
to  give  reference  numbers  or  folios  pertaining  to  invoices  or 
credits. 

586.  The   filing  of  this  class   of  material   is  treated   in 
Chapter  XXI  of  this  volume  under  the  heading  "  Filing  of 
Sales  Invoices." 

587.  Purchase  invoices  would  not  ordinarily  be  filed  in  the 
central  filing  department  if  the  accounting  department  main- 
tained a  voucher  system  involving  a  voucher  form  to  which 
the  invoices  were  attached. 

588.  In  organizations  where  a  purchase  ledger  is  main- 
tained, these  invoices  can  be  filed  independently  of  the  corre- 
spondence, or,  if  considered  desirable,  they  can  be  filed  behind 


CLASSING    AND    GROUPING    OF    RECORDS         127 

the  same  set  of  guides  but  separated  from  the  correspondence 
by  the  use  of  a  colored  folder  for  each  set  of  papers,  such 
folder  containing  nothing  but  invoices. 

589.  Details  as  to  the  method  of  filing  purchase  invoices 
will  be  found  in  Chapter  XXII. 

590.  Catalogs  and  price  lists  are  in  some  cases  handled 
through  the  general  file  room,  but  are  always  maintained  as  a 
separate  division  of  the  files. 

591.  The  method  of  filing  catalogs  will  vary  according  to 
individual  requirements  and  is  taken  up  in  detail  in  Chapter 
XVII,  "Catalog  and  Pamphlet  Filing." 

592.  Drawings  and  blue-prints  should   always   be  main- 
tained as  a  separate  division,  but  the  method  of  filing  should 
provide  for  the  dovetailing  of  these  files  into  the  records  to 
which  they  belong.    For  instance : 

593.  In  an  architect's  or  contractor's  office,  drawings  and 
blue-prints  can  be  filed  according  to  the  job  number  used  to 
identify  the  client,  while  in  a  manufacturing  concern  the  pro- 
duction order  number  would  be  used. 

594.  Information  and  data  files  should  always  be  operated 
as  a  distinct  group.    If  under  numeric  arrangement,  the  index 
would  be  separated  from  any  other  index. 

595.  The  nature  of  the  business  or  profession  is  more  or 
less  of  a  factor  in  deciding  the  groups  or  divisions  of  the  files 
as  illustrated  in  the  following  groups  for  different  professions 
and  businesses: 

596.  ARCHITECTS  AND  ENGINEERS 

(a)  Clients'  contracts  and  agreements  relating  to 

same  (usually  kept  in  the  safe). 

(b)  Job  file  containing  correspondence  with  clients 

and  contractors,  and  superintendents'  reports 
in  relation  to  the  execution  of  the  job. 


128  INDEXING   AND   FILING 

(c)  Trade  file  containing  correspondence,  circulars, 

etc.,  not  relating  to  any  specific  job. 

(d)  Drawings    and    blue-prints    (except    full-size 

details). 

(e)  Drawings  and  blue-prints  (full-size  details) . 

(f)  Specifications     (sometimes    included    in    job 

files). 

(g)  Catalogs  and  price  lists. 

597.  PUBLISHERS  OP  PERIODICALS 

(a)  Subscription  orders,  changes  of  address,  com- 

plaints. 

(b)  Subscription  index  and  expiration  record. 

(c)  Subscription  stencils  (usually  filed  geographi- 

cally). 

(d)  General  correspondence. 

(e)  Advertising  correspondence,  orders,  etc. 

(f)  Editorial — Manuscripts. 

(g)  Editorial — Illustrations, 
(h)  Editorial — Correspondence. 

598.  MANUFACTURING 

(a)  General  and  sales  correspondence. 

(b)  Production  orders  and  records. 

(c)  Catalogs  and  price  lists. 

(d)  Drawings  and  blue-prints. 

(e)  Credit  records. 

(f)  Information  and  data. 

(g)  Purchase  vouchers  and  invoices. 

599.  DEPARTMENT  STORES 

(a)  Customers'  correspondence,  orders,  etc. 

(b)  Customers'  applications  for  credit. 

(c)  Mail-order  correspondence. 

(d)  Credit  index. 

(e)  Advertising       department       correspondence, 

orders,  etc. 

(f)  General  correspondence. 


CLASSING    AND    GROUPING    OF    RECORDS         129 

600.  In  businesses  of  a  seasonal  nature,  which  include  cloth- 
ing, millinery,  laces  and  embroideries,  carpets,  etc.,  reference 
to  the  records  of  the  corresponding  season  of  the  previous  year 
will  frequently  affect  the  method  of  transferring,  and  in  some 
instances  render  it  necessary  to  file  copies  of  sales  orders,  etc., 
separately  in  the  sales  department  instead  of  in  the  general 
files. 

60 1.  TERMINOLOGY.     In  establishing  groups  or  divisions  of 
the  files,  the  title  selected  for  the  group  should  be  as  concise 
as  possible,  be  descriptive  of  the  class  of  material  contained, 
and  if  there  is  any  choice  of  terms,  preference  be  given  to 
those  common  to  all  lines  of  business. 

602.  Whenever  the  title  is  not  descriptive,  an  explanation 
of  such  title  should  be  written  and  filed  for  reference. 

603.  When  papers  to  be  filed  pertain  to  a  particular  ac- 
count or  class  of  accounts,  the  title  under  which  the  file  is  to 
be  opened  should  be  determined  by  the  accounting  depart- 
ment. 

604.  The  same  rule  is  applicable  to  other  departments  of 
the  business,  particularly  in  connection  with  manufacturing 
data   relating   to   raw   material,    tools   and   machinery,    and 
finished  product. 

605.  Prior  to  the  adoption  of  the  titles,  the  classification 
should  be  gone  over  very  carefully  to  see  that  there  are  no 
duplications  of  files  either  in  the  same  or  different  groups. 
This  is  most  likely  to  occur  through  the  use  of  different  titles 
designating  the  same  subject  matter. 

606.  Such  duplication  can  be  almost  entirely  obviated  if 
the  management  of  the  organization  will  determine  upon  one 
standard  term  or  title  for  each  subject,  requiring  all  members 
of  the  organization  to  use  the  accepted  title  in  referring  to  a 
given  subject. 


CHAPTER  XV 
NOTATION 

607.  Notation  is  defined  as  the  method  of  representing 
numbers  and  quantities  by  marks  and  signs. 

608.  In  indexing,  notation  is  a  method  of  representing  sub- 
jects and  their  divisions  and  ramifications  by  signs,  symbols, 
letters,  numerals,  or  combinations  of  any  two  or  more  of  these. 

609.  Its  use  provides  the  means  of  designating  a  subject  in 
concise  form,  at  the  same  time  definitely  establishing  a  fixed 
place  in  which  material  relating  to  a  given  subject  can  be 
found. 

610.  The  form  of  notation  to  be  used  will  depend  upon  the 
nature  of  the  material  filed,  the  groups  into  which  it  is  divided, 
the  probable  or  possible  expansion  of  the  groups  and  their 
divisions,  and  whether  the  entire  range  of  subjects,  or  the 
greater  part  of  them,  can  be  definitely  designated. 

611.  All  groups  or  classes  should  be  treated  as  co-ordinate, 
and  divisions  of  these  as  subordinate  to  the  group  or  class, 
but  co-ordinate  as  to  each  other  within  the  group  or  class, 
while  subdivisions  bear  the  same  relation  to  the  division  as  the 
division  to  the  group  or  class. 

612.  For  the  purpose  of  designation,  the  forms  of  notation 
may  be  classed  as  follows: 

Numeric 

Duplex  numeric  or  primary  and  secondary  numeric 

Alphabetic-numeric 

Decimal 

Alphabetic 

613.  NUMERIC.      This   form,    sometimes   designated    as   a 

130 


NOTATION  I3I 

straight  numeric  system,  assigns  a  number  arbitrarily  in  se- 
quence to  each  name  or  subject,  and  can  be  used  satisfactorily 
for  material  that  while  increasing  in  volume  of  names  or  sub- 
jects does  not  have  divisions  or  subdivisions. 

614.  When  this  form  of  notation  is  used,  grouping  by 
means  of  blocking,  or  leaving  gaps  in  numbering  should  be 
avoided,  as  such  a  course  makes  it  necessary  to  leave  a  larger 
block  of  numbers  open  than  necessary,  or  else  run  the  risk  of 
overlapping  with  the  numbers  of  the  next  block.     This,  if  it 
occurs,  necessitates  the  starting  of  a  new  series  of  numbers, 
making  two  places  to  look  for  the  same  material. 

615.  If  the  filing  is  started  on  a  straight  numeric  basis, 
with  the  titles  assigned  to  cover  broad  groups,  it  would  be  pos- 
sible to  expand  it  to  a  duplex  numeric  system  either  in  part 
or  in  its  entirety  if  need  be. 

6 1 6.  For  example,  take  the  subject  of  insurance.     At  the 
time  of  starting  the  files  there  might  be  very  little  material  and 
this  more  or  less  general  in  character,  which  would  be  placed 
in  one  folder  numbered  4. 

617.  Later  it  might  develop  that  a  quantity  of  material 
was  being  received  relating  to  various  kinds  of  insurance,  at 
which  time  it  could  be  rearranged  in  folders,  all  general  ma- 
terial being  left  in  the  number  4  folder,  and  the  balance  of  the 
material  classified,  each  class  being  placed  in  a  separate  folder. 

6 1 8.  DUPLEX    NUMERIC     OR    PRIMARY    AND     SECONDARY 
NUMERIC.    Using  the  original  or  primary  number  as  a  group 
designation,  the  folders  covering  the  divisions  would  be  num- 
bered in  consecutive  order,  e.g. : 

4  INSURANCE 

4-1  Accident 

4  -  2  Automobile 

4  -  3  Fire 

4  -  4  Burglary 


132  INDEXING    AND   FILING 

619.  This  would  permit  of  the  maintenance  of  one  file  con- 
taining all  papers  up  to  the  time  that  expansion  was  necessary, 
due  either  to  the  volume  of  material  or  the  classification  of  it. 

620.  Should  further  expansion  be  required,  a  third  division 
can  be  made  by  suffixing  letters  of  the  alphabet  in  rotation,  e.g. : 

4-3  FIRE  INSURANCE 

4  -  3  a  Losses 

4  -  3  b  Agents 

4  -  3  c  Rates 

4  -  3  d  Danger  Zones 

621.  The  index  cards  would  be  made  out  for  each  division 
and  subdivision  as  they  are  added,  all  of  these  items  being 
listed  in  rotation  on  the   original  index   card  covering   in- 
surance. 

622.  When  carried  out  to  this  extent,  this  method  affords 
an  unlimited  number  of  primary  groups  or  classes,  an  un- 
limited number  of  secondary  divisions,  and  a  maximum  of 
twenty-six  tertiary  divisions. 

623.  ALPHABETIC-NUMERIC.     This  term  is  applied  to  the 
form  of  notation  using  a  letter  of  the  alphabet  prefixed  to  the 
number  to  indicate  either  the  group  or  the  series. 

624.  When  used  in  this  manner  the  prefixed  letter  repre- 
sents the  first  grouping,  usually  of  related  subjects  or  classes, 
divisions  being  made  in  accordance  with  the  requirements,  as 
in  the  following  example : 

A  1 

B  5  -  3 
C  9  -  15 
D  7  -  10  a 

625.  This  would  give  two,  three,  or  four  divisions,  the 
third  and  fourth  divisions  being  developed  as  needed,  and 
would  give  expansion  limiting  the  number  of  groups  at  cer- 
tain points ; 


NOTATION 

(a)  First  division  limited  to  26. 

(b)  Second  division  unlimited. 

(c)  Third  division  unlimited. 

(d)  Fourth  division  limited  to  26. 

626.  In  maintaining  numeric  files  wHere  the  number  of 
files  run  into  volume,  the  letter  is  frequently  prefixed  to  dis- 
tinguish  one  series  from  another,   the   series  usually   being 
limited  to  a  certain  range  of  numbers,  e.g. : 

1  to        10,000  would  represent  the  first  series, 
A  1  to  A  10,000  the  second  series,  and 
B  1  to  B  10,000  the  third  series 

627.  This  is  used  in  numbering  checks,  purchase  or  sales 
orders,  and  similar  records  so  as  to  avoid  a  great  number  of 
digits  to  be  written  or  transcribed  from  one  record  to  another. 

628.  When  used  to  number  requisitions,  the  prefixed  letter 
is  frequently  used  to  indicate  the  department  from  which  it 
is  issued. 

•629.  DECIMAL  ARRANGEMENT.  This  form  of  notation  is 
described  in  Chapter  X,  "Subject  Filing,"  §§  422  to  425  in- 
clusive, and  is  applicable  to  files  operated  on  that  basis. 

630.  ALPHABETIC.    While  affording  the  greatest  expansion, 
this  form  is  the  least  satisfactory  in  general  operation,  due  to 
the  fact  that  a  majority  of  operators  find  it  more  difficult  to 
retain  a  combination  of  letters  than  one  consisting  of  numbers, 
or  letters  and  numbers. 

631.  When  used  the  first  letter  of  the  combination  repre- 
sents the  group,  the  second  letter  the  division,  and  the  third 
and  subsequent  letters  the  subdivisions. 

632.  In  some  instances  this  is  carried  out  on  a  mnemonic 
basis,  using  letters  of  the  alphabet  that  coincide  with  the  initial 
of  the  title  of  the  group. 


34 


INDEXING   AND   FILING 


633.  The  following  table  shows  a  comparison  of  the  va- 
rious forms  of  notation  described,  using  the  same  group  of 
subjects,  divisions,  and  subdivisions. 


u 

c 

Numeric 

Si 

11 

fiz 

"c  « 

•g'i 

SI 

<z 

Decimal 
System 

Alphabet 

Associations  and  Institutions 

1 

1 

A 

100       A 

Banking 

2 

2 

B 

200       B 

Investment-Speculation 

3 

3 

C 

300       C 

Insurance 

4 

4 

D 

400  !    D 

Accident  and  Health 

4-1           D  1              410 

Da 

Automobile 

4-2           D  2              420 

Db 

Fire 

4-3           D  3             430       DC 

Losses 

4  -  3  a       D  3  -  1       431       Dca 

Agents 

4  -  3  b       D  3  -  2       432       Deb 

Rates 

4  -  3  c       D  3  -  3      433       Dec 

Danger  Zones 

4  -  3  d       D  3  -  4      434       Dcd 

Statistics 

4  -  3  e       D  3  -  5      435       Dee 

Burglary 

4-4        I    D  4              440       Dd 

Life 

4  -  5 

D  5 

450       De 

Marine 

4-6       |    D  6              460 

Df 

Fraternal 

4-7           D  7          |    470 

Dg 

Boiler 

4  -  8 

D  8 

480 

Dh 

Plate  Glass 

4  -  9 

D  9 

490 

Di 

Title 

4  -  10 

D  10 

Dj 

Industrial 

4  -  11 

D  11 

Dk 

Liability 

4  -  12 

D  12 

.  •  . 

Dl 

Real  Estate 

5 

5 

E 

500 

E 

Production 

6 

6 

F 

600 

F 

Distribution 
Transportation 

7 
8 

7 
8 

G 
H 

700 
800 

G 
H 

Agriculture 

9 

9 

I 

900 

I 

Corporations 

10 

10 

J 

J 

Money  and  Exchange 

11 

11 

K 

... 

K 

634.  The  following  gives  a  partial  list  of  records  in  various 
fields,  with  the  forms  of  notation  applicable  to  same  when  not 
filed  alphabetically  or  geographically. 


NOTATION 


135 


NATURE  OP  RECORD 

FIELD 

FORM  OF  NOTATION 

Books 

Libraries 

Dewey  Decimal 

Correspondence 

Railroads 

Williams'  R.  R. 

(decimal) 

" 

Telephone  Go's 

Decimal  (special) 

14 

Mercantile 

Numeric 

04 

" 

Alphabetic-Numeric 

11 

" 

Duplex  Numeric 

it 

Architects 

1  1 

tt 

Contractors 

1  1 

tt 

Lawyers 

•* 

Catalogs 

Any 

(4 

(4 

" 

Numeric 

Drawings  and  Blue- 

Prints 

14 

Duplex  Numeric 

Information  and  Data 

tt 

14 

« 

" 

Numeric 

Invoices,  Purchase 

It 

14 

Sales 

tt 

" 

Orders,  Sales 

it 

(i 

Subscription  Orders 

Publishers 

«j 

CHAPTER   XVI 
INFORMATION   AND    DATA   FILES 

635.  In  Chapter  X,  "Subject  Filing/'  the  methods  of 
filing  were  discussed  and  a  comparison  of  the  forms  of  nota- 
tion was  made  showing  the  manner  in  which  subject  filing 
could  be  handled. 

636.  In   some   instances   the   needs    of  the    organization 
demand  that  every  bit  of  available  information  be  tabulated 
and  indexed  so  that  it  can  be  produced  when  required. 

637.  This    means    the    handling   of    a    great   variety    of 
material,  including: 

(a)  Correspondence 

(b)  Periodical  literature 

(c)  Bound  literature 

(d)  Catalogs 

(e)  Clippings  (newspaper  and  magazine) 

(f)  Factory  reports,  cost  sheets,  manufacturing  data 

(g)  Market  and  sales  reports,  statistics 

638.  This  material  must  be  classified  and  provision  made 
for  its  filing,  as  it  would  be  impracticable  to*  transcribe  the 
data  to  a  card  or  book  index,  or  attempt  to  file  material  of 
such  a  varied  nature  in  one  place,  granting  that  it  pertained 
in  its  entirety  to  one  phase  of  a  subject. 

639.  The  most  satisfactory  method  of  handling  this  ma- 
terial is  by  the  use  of  correspondence-size  folders,  pockets,  or 
envelopes  in  the  regulation  vertical  filing  cabinets,  using  a 
folder  for  each   class   or   group,    division,    and   subdivision 
established. 

640.  Such  material  as  can  be  conveniently  contained  in 
this  file  is  placed  in  a  folder,  the  folder  being  filed  in  its 

136 


INFORMATION    AND    DATA    FILES 


137 


proper  sequence  in  the  files,  with  a  cross-reference  card  in 
the  front  of  the  folder  indicating  where  the  bulkier  material, 
such  as  catalogs,  bound  and  periodical  literature  as  well  as 
correspondence  and  reports,  etc.,  can  be  found. 

641.  In  view  of  the  fact  that  the  information  file  is  seldom 
created  at  the  inception  of  an  organization,  but  is  usually  a 
consolidation  of  a  subject  file  with  other  material  collected 
throughout  the  concern,  the  titles  assigned  to  the  subjects 
should  be  checked  for  necessary  revisions  and  corrections. 

642.  To  do  this  means  the  analysis  of  the  title  of  each 
group,  division,  and  subdivision,   discarding  the  ambiguous 
titles   and  substituting   others  that  will  define   the  subject 
clearly. 

643.  "When  of  two  words  or  phrases  in  equally  good  use, 
one  is  susceptible  of  two  significations  and  the  other  of  but 
one,  preference  should  be  given  to  the  latter — e.g.,  admittance 
is  better  than  admission,  as  the  latter  word  also  means  con- 
fession. '  '* 

644.  With  this  in  mind  the  following  rules  can  be  formu- 
lated : 

(a)  In  assigning  concrete  titles  they  should  be  so  worded 

as  to  indicate  in  the  briefest  terms  the  subject  and 
its  scope.  , 

(b)  The  title  assigned  must  not  conflict  with  titles  pre- 

viously assigned,  either  by  similarity  or  duplication. 

(c)  When  necessary  to  assign  titles  that  designate  neither 

the  subject  nor  its  scope,  c,  written  definition  should 
be  made  of  such  titles  for  future  reference. 

(d)  When  subjects  are  known  by  other  titles  synonymous 

with  the  title  assigned,  they  should  be  cross-indexed 
under  the  synonyms  as  well  as  under  the  title 
selected. 


*  William  Dana  Orcutt  in  Writer's  Desk  Book. 


138  INDEXING   AND   FILING 

(e)  As  far  as  possible  titles  or  headings  should  be  made 
to  include  both  the  plural  and  the  adjective;  e.g., 
' '  Navy ' '  would  include  navies  and  naval. 

645.  As  soon  as  the  groups,  their  divisions,  and  subdivi- 
sions have  been  decided  upon,  it  will  be  necessary  to  determine 
the  form  of  notation  to  be  used. 

646.  As  explained  in  Chapter  XV,  "Notation,"  there  are 
limitations  to  some  forms  as  to  expansive  and  flexible  features 
that  must  be  considered  in  connection  with  the  work  to  be 
done. 

647.  An  accession  record  should  then  be  made  up,  listing 
each  group,   division,   and  subdivision  in  consecutive   order 
according  to  the  notation  adopted. 

648.  This  can  be  best  accomplished  by  means  of  a  loose- 
leaf  book  which  will  permit  of  changes  and  additions  being 
made  as  required. 

649.  This  record  should  be  maintained  entirely  independ- 
ent of  the  index  to  the  files  and  serves  two  distinct  purposes : 

(a)  Furnishes  the  next  unused  number  or  other  designa- 

tion to  be  assigned  to  a  file  when  additions  are 
made. 

(b)  Establishes  a  medium  of  reference  for  individuals  not 

familiar  with  the  files,  giving  a  general  idea  of  the 
grouping  and  the  method  of  arriving  at  the  groups, 
divisions,  and  subdivisions. 

650.  Under  no  circumstances  should  the  accession  book  or 
record  be  used  as  an  indexing  medium,  as  it  is  slower  in  opera- 
tion and  opens  up  possibilities  of  errors  due  to  the  absence  of 
cross-indexing,  record  of  synonyms,  etc. 

651.  The  following  illustrates  the  make-up  of  an  accession 
record  applied  to  electric  railway  work,  each  group  or  class 
being  listed  and  the  number  or  other  designation  assigned  in 
rotation : 


INFORMATION    AND    DATA    FILES  139 

1  RAILWAYS,  ELECTRIC 

2  PRODUCTION 

3  TRANSMISSION 

4  EQUIPMENT 

5  REPAIR  SHOPS 

6  PUBLICATIONS 
7 

8 

9 

10 

652.  The  secondary  and  tertiary  divisions  of  each  group 
should  be  made  up  arbitrarily  at  the  beginning  or  from  time  to 
time  as  the  necessity  for  them  arises,  e.g. : 

2  PRODUCTION 

2  -  1       Direct  Current  Systems 

2  -  2      Alternating  Current  Systems 

2  -  3      Power  Plant 

2  -  4      Boilers 

2  -  4  a      "Water 

2  -  5       Fuel 

2  -  5  a       Coal 

2  -  5  b       Oil 

2  -  5  c       Gas 

2-6       Engines 

2  -  6  a       Turbines 

2  -  6  b       Gas 

2  -  6  c       Oil 

653.  Index  cards  should  be  written  for  each  title  as  as- 
signed to  a  group,  division,  or  subdivision,  the  index  card  for 
the  group   carrying  in  the  lower  portion  of  the  card  the 
divisions  and  subdivisions.     (See  first  cut,  page  140.) 

654.  The  cross-index  cards  should  be  made  out  in  the 
same  manner,  all  cards  being  filed  alphabetically  according 
to  the  title  heading.     (See  second  cut,  page  140.) 

655.  It  should  be  noted  that  it  is  possible  to  save  writing 


140 


INDEXING   AND    FILING 


Production 

2 

Direct  Current  Systems 

2 

-  1 

Alternating  Current  Systems 

2 

-  2 

Power  Plant 

2 

-  3 

Boilers 

2 

-  4 

Water 

2 

-  4  a 

Fuel 

2 

-  5 

Coal 

2 

-  5  a 

Oil 

2 

-  5  b 

Gas 

2 

-  5  c 

Engines 

2 

-  6 

Turbines 

2 

-  6  a 

Gas 

2 

-  6  b 

Oil 

2 

-  6  c 

(See  §  653.) 


Engines 


Turbines 
Cas  Engines 
Oil  Engines 


2-6 


2  -  6  ft 
2  -  C  b 
2  -  6  c 


Turbines 


Engines 


2-6 


(See  §  654.) 


Gas 


See 


Gas  Engines 
Fuel 


2  -  6  b 
2  -  5  c 


(See  §  655.) 


INFORMATION    AND    DATA    FILES 


141 


cross-index  cards  individually  for  every  item  provided  that 
the  heading  under  which  the  item  is  to  be  cross-indexed  is 
duplicated ;  e.g.,  the  first  card  shown  on  page  140  has  the  term 
"Gas"  under  both  "Engines"  and  "Fuel,"  the  cross-index 
card  being  written  as  shown  in  last  illustration  on  page  140. 

Periodicals 

656.  By  assigning  a  group  number  or  designation  under 
the  heading  of  "Publications"   (see  §  651),  each  periodical 
regularly  received  and  filed  can  be  assigned  a  sub-number 
under  the  group,  such  number  being  used  to  designate  the 
particular  publication  in  cross-reference  work. 

657.  If  group  number  6  is  assigned  to  publications  and  the 
first  magazine  to  be  filed  is  the  Engineering  Magazine,  -the 
second  the  Electrical  World,  and  the  third  the  Electrical  Re- 
view, the  sub-numbers  would  be  assigned  to  them  in  sequence, 
e.g.: 

6-1     Engineering  Magazine 
6  -  2     Electrical  World 
6  -  3     Electrical  Review 

658.  The  next  step  is  to  make  the  entry  of  the  names  of 
the  periodicals  on  the  index  card  filed  under  the  heading 
"Publications,"  which  would  then  read: 


Publications 


Engineering  Magazine 
Electrical  World 
Electrical  Review 


6-1 
6-2 
6-3 


659.     Cross-index  cards  should  be  made  out  covering  the 
title  of  each  periodical  and  be  filed  alphabetically. 


142 


INDEXING   AND   FILING 


Engineering  Magazine 


See 


Publications 


6-1 


660.  In  the  information  and  data  files  the  folder  num- 
bered 6  -  1  would  be  empty,  or  else  only  contain  a  cross-refer- 
ence card  or  sheet  indicating  where  the  files  of  that  particular 
magazine  are  located  in  the  office. 

66 1.  The  references  covering  the  various  articles  and  their 
salient  features  should  be  handled  on  the  basis  of  a  digest 
(see  §   n),  each  article  being  analyzed  and  memoranda  of 
the  digest  filed  under  each  heading  referred  to. 


Subject         WATER                                                                                                                      File  No       ?  -  4  » 

For 

additional  information  on  thi«  subject  see  the  following:— 

TITLE  OF  BOOK  OR  ARTICLE 

Catalog    or 
F.!.   No 

P.ge 

Distilled  teed  Hater  -  C  F  Rirshfeld  (1915) 

Scale  Forajji/*  "hardness"  temporary  and  permanent 
see  "Factory  Power  Plants"  llyers     (1915) 

6  -  1,  V.  49 
B  40 

_____ 

724 
92 

662.  In  the  first  item  of  the  above  illustration  the  title  of 
the  article  has  been  used,  with  the  name  of  the  author  and 
year  of  publication,  the  reference  reading  6  -  1,  V.  49,  page 
724,  indicating  Engineering  Magazine,  Volume  49,  page  724. 

663.  This  cross-reference  card  is  filed  in  the  front  of  the 
folder  numbered  2  -  4  a,  additional  items  being  entered  on 
this  card  as  occasion  requires. 


INFORMATION    AND    DATA    FILES 


143 


Bound  Literature 


664.  The  question  of  indexing  books  other  than  catalogs 
is  taken  up  under  the  heading  of  "Commercial  Libraries" 
(§§   690-714),   such  index  being  maintained  entirely  inde- 
pendent of  the  index  covering  information  and  data  files. 

665.  The  digesting  of  the  subject  matter  contained  in  the 
books  should  be  handled  in  the  same  manner  as  in  periodical 
literature,   except   that   the   accession   number   of   the   book 
should  be  used  as  the  indexing  medium,  with  the  letter  "B" 
prefixed  to  the  number  to  indicate  that  it  is  a  book. 

666.  If   the   accession   number   is   used   in  this  manner, 
"Factory  Power  Plants"  by  Myers,   accession  number  40, 
would  be  designated  on  the  cross-reference  card  as  B  40, 
the  complete  item  reading  as  shown  in  the  second  entry  of  the 
illustration  under  §  66 1. 

667.  Exception.    In  instances  where  the  books  are  classi- 
fied under  the  Dewey  Decimal,  or  other  accepted  forms  of 
library  classification,  the  library  method  of  reference  would 
be  used  instead  of  the  accession  numbers. 

Clippings 

668.  Newspaper  clippings  of  permanent  value  should  be 
mounted  upon  manila  sheets  (the  thickness  of  the  paper  being 
equivalent  to  the  stock  used  for  folders  or  heavy  wrapping 
paper),  the  size  corresponding  to  that  of  the  standard-size 
letter-head,  which  is  approximately  8  x  10  inches  or  81/*  x  H 
inches. 

669.  Each  clipping  should  be  marked  so  as  to  show  the 
publication  from  which  it  was  clipped,  as  well  as  the  date  upon 
which  it  was  published.    The  number  of  articles  or  clippings 
that  can  be  mounted  upon  each  sheet  will  naturally  depend 
upon  the  sizes  of  the  articles. 

670.  In  mounting  the  clippings  care  should  be  taken  to  see 


144  INDEXING  AND   FILING 

that  all  clippings  mounted  on  a  sheet  relate  to  the  same  sub- 
ject, so  that  related  material  can  be  brought  together. 

671.  When  clippings  are  handled  in  conjunction  with  in- 
formation and  data  files,  these  clipping  sheets  should  be  filed 
under  the  subject  referred  to,  or  if  they  refer  to  more  than 
one  subject,  under  the  most  important  one. 

672.  A  clipping  referring  to  several  subjects  should  be 
digested  or  cross-referenced  under  its  other  subjects  in  addi- 
tion to  that  under  which  the  clipping  is  filed. 

673.  Magazine  articles  that  do  not  exceed  a  page  in  length 
can  be  clipped  and  mounted  in  the  same  manner  as  news- 
paper clippings. 

674.  When  a  magazine  article  runs  several  pages  it  can 
be  handled  by  inserting  the  pages  between  two  clipping  sheets 
and  stapling  them  together  at  the  binding  side,  thus  making 
an  individual  pamphlet  of  it. 

675.  Indorsement  should  be  made  on  the  outside  of  the 
cover,  indicating  the  title  of  the  article,  the  author,  name  of 
the  publication,  and  the  date  published. 

676.  When  the  articles  clipped  from  any  publication  fol- 
low each  other,  it  frequently  happens  that  the  articles  over- 
lap, one  starting  on  the  same  page  with  the  ending  of  the 
preceding  one. 

677.  When  this  occurs,  the  last  page  of  the  first  article 
should  be  copied  so  that  each  article  can  be  filed  complete.    In 
some  cases  it  may  be  easier  to  copy  the  first  part  of  the  suc- 
ceeding article,  but  as  a  general  rule  it  will  be  found  advisable 
to  use  the  printed  page  to  start  each  article. 

678.  In  addition  to  the  file  number,  each  clipping  sheet 
should  be  numbered  consecutively  to  permit  of  the  clippings 
being  readily  located. 

679.  If  the  number  of  small  clippings  is  considerable  it 


INFORMATION    AND    DATA    FILES  145 

may  be  found  advisable  to  number  the  clippings  consecu- 
tively, which  would  afford  quicker  reference  in  looking  for  a 
specific  clipping. 

680.  Clippings  of  temporary  value  can  be  filed  in  the 
folder  without  mounting,  or  if  they  are  mounted  only  one 
clipping  should  be  put  on  a  sheet,  using  light-weight  paper, 
preferably  colored,  so  as  to  be  readily  distinguished  from  the 
other  clipping  sheets,  but  the  size  of  these  sheets  should  be 
the  same. 

68 1.  When  the  clipping  files  are  gone  over  from  time  to 
time,  the  clippings  that  are  loose  or  else  mounted  as  described 
above,  can  be  examined  and  those  that  have  ceased  to  be  of 
value  be  destroyed. 

682.  Another  method  of  filing  clippings  without  mounting 
on  sheets,  is  by  the  use  of  folders  5x8  inches,  filed  in  card 
index  trays  or  vertical  file  drawers  of  the  same  size. 

683.  When  handled  in  this  manner  the  folders  should  be 
arranged  and  filed  according  to  the  classification  of  the  in- 
formation files. 

684.  This  necessitates  the  cross-referencing  of  all  clippings 
according  to  the  subjects  (one  or  more)   referred  to,  in  the 
same  manner  as  the  subject  matter  in  periodicals. 

Catalogs 

685.  The  filing  of  catalogs  should  be  maintained   as  a 
separate   division  operated   under   one   of  the  methods  de- 
scribed in  Chapter  XVII,  "Catalog  and  Pamphlet  Filing." 

686.  Cross-referencing   or   digesting   is   accomplished   in 
the  same  manner  as  in  the  case  of  bound  or  periodical  litera- 
ture (see  §§  665,  666)   excepting  that  the  initial  "C"  (or 
some  other  designation)  is  prefixed  to  indicate  that  the  item 
referred  to  is  in  a  catalog. 


146  INDEXING   AND   FILING 

Correspondence 

687.  In  referring  to  correspondence  and  papers  filed  under 
a  numeric  system  it  is  necessary  to  indicate  the  date  of  the 
paper  so  as  to  avoid  delay  in  reference.     This  date  should 
follow  the  reference. 

688.  If  the  correspondence  is  filed  alphabetically  or  other- 
wise without   an   identifying  number,   the   file   referred   to 
would  have  to  be  indicated  by  noting  the  name  or  title  of  the 
file,  followed  by  the  date  of  the  paper  referred  to. 

689.  Ordinarily  a  designating  letter  or  symbol  is  not  pre- 
fixed to  the  file  numbers  of  correspondence  unless  there  is 
another  series  of  numbers  that  might  cause  confusion  as  to 
the  location  of  the  reference. 

Commercial  Libraries 

690.  In  the  larger  organizations  the  cataloging  of  books  is 
usually  assigned  to  an  experienced  librarian  who  is  capable  of 
developing  and  executing  a  cataloging  plan  from  start  to  finish. 

691.  The  following  plan  will  afford  the  smaller  establish- 
ment an  opportunity  to  put  the  books  in  its  possession  into 
such  shape  that  they  will  be  accessible  from  the  standpoint  of 
authors,  titles,  and  subject  matter. 

692.  Considerable  trouble  will  be  saved  if  the  books  to  be 
cataloged  are  brought  together  and  arranged  by  subjects,  per- 
mitting the  indexer  to  work  on  one  subject  at  a  time  instead 
of  skipping  about,  the  reading  and  notations  progressing  more 
quickly  this  way. 

693.  Each  book  should  be  marked  for  identification  by  the 
use  of  a  book  plate  (a  label  pasted  into  the  front  cover  of  the 
book)  establishing  its  ownership. 

694.  The  same  result  can  be  accomplished  by  the  use  of  a 
rubber  stamp,  the  imprint  being  placed  on  the  inside  of  the 
front  cover  of  the  book,  also  at  the  bottom  of  the  title  page. 


INFORMATION    AND    DATA    FILES 


147 


i 

Milton,  Ohio 


695. 


(See  §  693.) 
A  rubber  stamp  used  for  this  purpose  might  read 


LIBRARY 

E.  R.  HUDDERS 

NEW  YORK 


696.  ACCESSION  NUMBERS.     Each  book  should  be  given  an 
accession  or  register  number,  a  record  being  made  of  each  book 
in  an  accession  book  provided  for  that  purpose.     The  books 
should  be  arranged  on  the  shelves  in  numerical  order. 

697.  The  best  way  to  number  the  volumes  is  to  use  an  auto- 
matic numbering  machine,  imprinting  the  number  on  the  book 
plate  and  at  the  bottom  of  the  title  page  just  above  the  border 
line  of  the  rubber  stamp  impression  if  it  is  used,  or  just  below 
the  publisher's  name. 


148 


INDEXING  AND   FILING 


698.  BOOKS  IN  SETS.     Books  that  are  parts  of  sets  such  as 
encyclopedias,  transactions  of  societies,  etc.,  should  be  given 
only  one  accession  number,  the  volume  numbers  being  indi- 
cated after  the  accession  number. 

699.  Exception.     Books  made  up  in  the  same  style  of  bind- 
ing, each  volume  treating  upon  a  different  subject,  should  have 
an  accession  number  assigned  to  each  volume  instead  of  being 
treated  as  part  of  a  set,  even  though  the  publisher  has  desig- 
nated them  by  successive  volume  numbers. 

700.  ACCESSION  BOOK.     As  soon  as  the  book  plates  have 
been  pasted  in  or  the  books  marked  with  the  identification 
stamp  and  the  accession  number,  an  entry  should  be  made  in 
the  accession  book  which  provides  for  the  following  items : 

(a)  Accession  number 

( b )  Author 's  name 

(c)  Title  of  book 

(d)  Publisher  of  book 

(e)  Date  (year)  published 

(f)  Cost 

(g)  Remarks 

701.  CATALOG  AND  INDEX.    From  the  accession  book  the 
index  cards  covering  the  names  of  the  authors  and  the  titles 
of  the  books  should  be  made  out,  a  separate  card  for  both  title 
and  author  being  made  for  each  book. 

702.  The  first  card  is  written  for  the  author,  showing  the 
accession  number  and  name  of  the  author,  starting  the  author 's 
name  to  the  right  of  the  first  vertical  line.     On  the  next  line 


172 


Montgomery,   Robert  H. 


1912 


Auditing-,  theory  and  practice 
Ronald  Press  Co.,  N.Y. 


INFORMATION    AND    DATA    FILES 


149 


below  is  entered  the  title  of  the  book,  indented  so  that  it  starts 
to  the  right  of  the  second  vertical  line,  and  on  the  next  line 
the  year  of  publication  and  the  name  of  the  publisher  as 
shown  in  the  illustration. 

703.  The  index  card  for  the  title  of  the  book  is  then  writ- 
ten, maintaining  the  same  relative  positions  from  the  left  side 
of  the  card  for  the  author  and  title,  e.g. : 


172 


Auditing,   theory  and  practice 


Montgomery,   Robert  H. 

1912     Ronald  Press  Co.,  New  York, 


704.  When  the  subject  of  the  book  does  not  coincide  exactly 
with  its  title,  it  will  be  necessary  to  write  additional  index 
cards,  unless  this  part  of  the  work  is  cared  for  by  means  of 
cross-referencing  in  the  information  files. 

705.  This  index  should  be  maintained  as  a  separate  index, 
arranging  the  cards  according  to  their  first  line  in  alphabetic 
order,  thus  disregarding  the  fact  that  each  card  represents 
both  name  and  title. 

706.  If  the  library  is  maintained  as  a  reference  library,  i.e., 
the  books  to  be  consulted  but  not  to  be  taken  out  of  the  library, 
nothing  further  is  required  except  that  a  small  round  label 
bearing  the  accession  number  be  pasted  on  the  back  binding 
of  the  book. 


INDEXING  AND   FILING 


707.  When  maintained  as  a  circulating  library,  the  books 
being  taken  out  either  for  a  fixed  or  an  indefinite  period,  it 
becomes  necessary  to  operate  a  charging  system  to  keep  track 
of  the  books  and  insure  their  return. 

708.  BOOK  POCKETS.     In  such  case  a  book  pocket  should  be 
pasted  in  the  back  cover  of  each  book  to  hold  the  book  card. 


709.  BOOK  CARDS.     In  small  libraries  the  book  card  can 
be  used  as  the  charging  card,  saving  the  detail  work  of  operat- 
ing a  borrower's  card  system. 

710.  Each  book  card  is  headed  up  with  the  accession  num- 
ber of  the  book,  the  name  of  the  author,  and  the  title  of  the 
book.    When  the  book  is  loaned  this  card  is  removed  from  the 
book  pocket  and  an  entry  made  on  it  showing  the  date  and 
the  name  of  the  borrower,  as  in  the  illustration  on  page  151. 

711.  The   book   cards  belonging  to  books  in   circulation 
should  be  filed  according  to  book  accession  number  while  the 
books  are  out,  the  card  being  replaced  in  the  book  pocket  in 
the  back  of  the  book  when  it  is  returned  to  its  place  in  the 
library. 

712.  It  is  seldom  advisable  to  fix  a  time  limit  for  the  return 


INFORMATION    AND    DATA    FILES 


of  the  books  as  practiced  in  public  libraries,  but  all  books  out 
at  the  end  of  a  month  should  be  followed  up  and  a  statement 
obtained  from  the  borrower  as  to  the  probable  date  of  return. 


172       Montgomery,    Robert  H. 

Auditing,    theory  and  practice 

%Vi* 

(^e^A 

• 

8A/15 

flJJU^ 

_^. 

-  — 

713.  EQUIPMENT  AND  SUPPLIES.     Exclusive  of  the  book- 
cases or  shelving,  book  supports,  etc.,  required  for  the  housing 
of  the  books,  the  following  equipment  is  suggested : 

1  automatic  numbering  machine 

1  rubber  hand  stamp  for  title  page 

1  accession  book 

1  card  index  tray  case  for  3x5  inch  cards 

1  set  of  guides,  celluloided,  for  3x5  inch  cards 

For  every  100  books  or  less  the  following  are  required : 
300  index  cards  (approxi-  100  book  labels 

mately)  100  book  plates 

100  book  cards  100  book  pockets 

714.  The  list  of  supplies  indicated  above  makes  no  pro- 
vision for  the  cross-reference  items,  assuming  that  all  cross- 
reference  work  will  be  handled  as  outlined  in  §§  66 1  to  663. 


CHAPTER  XVII 
CATALOG  AND  PAMPHLET  FILING 

715.  Filing  of  this  class  of  material  can  be  handled  under 
any  one  of  three  methods  according  to  the  requirements  of 
the  organization : 

(a)  Direct  alphabetic,  supplemented  in  some  instances  by 

an  index  (usually  in  card  form)  arranged  alpha- 
betically according  to  classes  of  material. 

(b)  Numeric  arrangement  with  an  index  maintained  in 

two  groups,  each  alphabetic,  one  according  to  the 
names  of  the  vendors  and  the  other  according  to 
material  or  subject  matter. 

(c)  Group  numeric  with  an  index  maintained  the  same  as 

in  the  numeric  system,  except  that  a  group  number 
is  assigned  to  each  catalog  or  pamphlet  according 
to  the  class  of  material  or  the  subject  it  covers. 

Direct  Alphabetic  Method 

716.  When  reference  to  catalogs  or  pamphlets  is  largely 
by  the  names  of  the  manufacturers  or  dealers,  this  method  can 
be  employed,  using  a  set  of  alphabetic  guides  supplemented 
by  special  name  guides  inserted  in  their  proper  places,  cover- 
ing the  catalogs  or  pamphlets  of  either  importance  or  volume 
enough  to  warrant  such  guides. 


CATALOG    AND    PAMPHLET    FILING 


153 


717.  This  provides  no  means  of  locating  any  particular 
item  of  material  wanted  unless  the  individual  consulting  the 
catalog  files  happens  to  know  the  name  of  the  vendor  involved. 

718.  This  objection  can  be  overcome  by  the  use  of  an  index 
of   material,    preferably   cards,    arranged   alphabetically    or 
otherwise  according  to  the  items  of  material  shown  in  the 
various  catalogs. 

719.  The  card  used  for  this  purpose  can  be  a  specially 
printed  form  similar  to  the  article  card  shown  in  §  727,  or 
the  regular  correspondence  index  card  as  shown  in  §  739. 
On  this  card,  headed  with  the  article,  subject,  or  class  of 
merchandise  involved,  are  listed  the  names  of  the  vendors 
whose  catalogs  cover  such  material. 

720.  This  card  should  refer  definitely  to  a  given  catalog 
if  there  is  more  than  one  catalog  of  a  particular  vendor  on 
file,  as  otherwise  it  would  be  necessary  to  look  through  the 
various  catalogs  filed  until  the  item  required  was  located. 

721.  Experience  has  shown  that  the  time  saved  in  indexing 
the  catalogs  has  been  more  than  offset  in  the  time  consumed 
in  hunting  up  the  catalog  and  finding  the  particular  item 
required. 

Numeric  Method 

722.  Each  vendor  is  assigned  a  number  arbitrarily  in  con- 
secutive order,  and  the  first  catalog  received  from  that  par- 
ticular vendor  is  marked  or  labeled  with  that  number  and  filed 
accordingly. 

723.  In  event  of  more  than  one  catalog  being  received  from 
a  given  vendor,  a  letter  of  the  alphabet  is  suffixed  to  the  ven- 
dor's number  in  consecutive  order  as  the  catalogs  are  filed, 
e.g.,  the  first  catalog  would  be  number  1,  the  next  one  of  the 
same  vendor  would  be  1  a,  then  1  b,  etc. 

724.  As  soon  as  its  number  has  been  assigned  to  a  catalog, 
an  index  card  is  made  out  for  the  name  of  the  vendor,  listing 
the  articles  or  classes  of  merchandise  covered  by  the  catalog. 


154 


INDEXING   AND   FILING 


Union  Nut  &  Bolt  Co.                          11 

Mew  York  City 

ARTICLE 

CAT.  NO. 

PACE 

Bolts  and  Nuts 

11 

22 

Machine  Screws 

11  * 

5 

725.  The  card  is  then  filed  alphabetically  according  to  the 
name  of  the  vendor,  this  index  being  maintained  entirely 
separate  from  the  index  arranged  according  to  material. 

726.  Reference  should  be  made  to  this  index  each  time  a 
catalog  is  received,  to  ascertain  if  the  vendor  has  already  been 
assigned  a  number,  in  which  event  the  catalog  is  marked  with 
that  number  suffixed  with  a  letter  of  the  alphabet. 

727.  Cross-index  cards,  one  or  more,  should  be  written  for 
the  various  articles  or  classes  of  merchandise  covered  by  the 
catalog,  such  cross-indexing  being  carried  out  as  minutely  as 
may  be  desired. 


Bolts 

MANUFACTURER 

CAT.  NO. 

b  PAGE 

Union  Nut  £  Bolt  Co. 

11 

22 

National  Ttolt  &  Nut  Co. 

18 

L___--  

728.  These  cross-index  or  article  cards  are  then  arranged 
according  to  classes  of  material,  usually  alphabetically,  being 
filed  separately  from  the  vendors'  cards. 


CATALOG    AND    PAMPHLET    FILING  155 

729.  The  catalog  is  then  filed  according  to  its  number, 
reference  being  made  by  means  of  either  the  vendors'  index 
or  the  article  index  according  to  the  requirements  of  the  in- 
dividual referring  to  the  files. 

730.  In  some  cases  it  may  be  found  preferable  to  number 
and  file  all  catalogs  consecutively,  without  assigning  a  vendor's 
number,  which  would  eliminate  the  suffixing  of  a  letter  of  the 
alphabet  to  the  catalog  number. 

731.  The  only  effect  this  would  have  on  the  general  plan 
as  outlined  would  be  the  discarding  of  the  vendor's  number 
as  such  and  the  scattering  of  the  catalogs  of  a  certain  vendor 
throughout  the  files  instead  of  bringing  them  together  in  one 
place  as  in  the  first  plan. 

732.  The  two  groups  of  index  cards  are  maintained  in  the 
same  manner  regardless  of  the  method  of  numbering. 

Group  Numeric  Method 

733.  This  method  is  frequently  employed  by  architects, 
engineers,  contractors,  and  others  requiring  ready  access  to 
specific  classes  of  material  regardless  of  the  manufacturer  or 
vendor. 

734.  The  grouping  is  accomplished  by  assembling  all  cata- 
logs or  pamphlets  covering  a  certain  class  of  material  and 
assigning  a  group  number,  each  catalog  receiving  a  secondary 
or  identification  number  under  the  class  to  which  it  belongs, 
starting  with  catalog  number  1  under  each  group. 

735.  In  the  case  of  the  architect  the  grouping  would  follow 
along  the  lines  of  the  specification  grouping,  e.g. : 


1  Housewrecking 

2  Excavation 

3  Foundation 

4  Structural  Steel 

5  Masonrv 


6  Granite 

7  Terra  Cotta 

8  Plumbing 

9  Heating  and  Ventilating 
10  Electric  Wiring 


156 


INDEXING   AND   FILING 


736.  All  of  the  catalogs  pertaining  to  plumbing  fixtures 
would  be  assigned  to  group  number  8,  the  first  catalog  being 
marked  8-1,  the  second  8  -  2,  etc. 

737.  The  correspondence-ruled  index  card  will  be  found 
the  most  satisfactory  form  of  card  to  use  for  indexing  under 
this  method,  two  or  more  cards  being  made  out  for  each  cata- 
log, one  for  the  name  of  the  vendor  and  as  many  as  may  be 
required  to  index  the  material  covered  by  the  catalog. 

738.  The  vendor's  index  card  is  made  out  in  the  following 
manner : 


Standard  Sanitary  Mnnuf acturing  Co- 


35  West  31st  Street,   New  York 
Plumbing  equipment  and  supplies 


8-1 


739.  Using  the  same  form  of  card,  the  catalog  or  pamphlet 
would  then  be  indexed  for  material,  the  names  and  numbers 
of  the  catalogs  being  listed  as  shown  in  the  following: 


PLUMBING 


8 


Standard  Sanitary  Manufacturing  Co. 
J.  L.  Mott  Iron  "Works 
Grabler  Co.  of  N.  Y. 


8-1 
8-2 
8-3 


CATALOG    AND     PAMPHLET    FILING 


IS7 


740.  As  in  the  straight  numeric  system,  the  filing  of  these 
cards  should  be  maintained  in  two  distinct  groups,  both  alpha- 
betic, one  according  to  the  names  of  the  vendors,  and  the 
other  according  to  material. 

741.  The  catalogs  or  pamphlets  should  then  be  filed  in 
numeric  order,  first  according  to  the  group  number  and  then 
by  the  individual  catalog  number. 

742.  When  indexing  catalogs  and  more  especially  pam- 
phlets, care  should  be  taken  to  see  that  the  year  of  issue  is 
noted  on  the  index  card  following  the  title  of  the  catalog  or 
pamphlet,  or  on  the  material  index  card  following  the  name 
of  the  vendor,  writing  same  in  parentheses. 

743.  Annual  reports,  year  books,  and  pamphlets  of  similar 
character  should  not  be  scattered  through  the  files  under  differ- 
ent numbers. 

744.  If  the  straight  numeric  system  is  used,  the  organiza- 
tion or  institution  should  be  indexed  on  the  same  basis  as  the 
vendor  in  catalog  filing,  each  report  or  year  book  being  as- 
signed a  sub-number,  bringing  all  of  the  pamphlets  relating  to 
that  organization  or  institution  together. 


Aiaerican  Association  of  Public  Accountants 

127 

Year  Book  (1912) 

127   - 

1 

(1913) 

127   - 

2 

(1914) 

127  - 

3 

745.  In  handling  pamphlets  of  a  technical  character  where 
the  indexer  is  not  familiar  with  the  subject  matter,  the  desig- 
nation of  the  items  to  be  indexed  can  be  accomplished  in  many 
instances  by  means  of  an  instruction  slip  attached  to  the 
cover  of  the  pamphlet. 


158 


INDEXING  AND   FILING 


INSTRUCTIONS  TO  DJDKXER 


Index  item  marked  (</)  as  princi- 
pal subject  or  title. 

Cross  index  or  cross  reference 
all  itema  marked  (x). 


Association 


Dis 


pensary 


Sanitorii; 


Secretary 


Superintendent  (name) 


Title  of  ArtlcleQs  underlinedT 


Author 


Locality 


Manufacturer  or  Dealer 


Commodity 


746.  The  instruction  slip  as  marked  in  this  illustration  in- 
dicates that  the  pamphlet  is  to  be  filed  under  the  name  of  the 
association  that  it  covers,  and  that  it  is  to  be  cross-indexed  for 
the  name  of  the  secretary  of  the  association  and  the  locality  in 
which  it  is  operating. 

747.  When  the  bulk  of  the  material  to  be  filed  is  made  up 
of  reports,  year  books,  etc.,  and  not  catalogs,  it  will  be  found 
advisable  to  merge  titles,  names,  and  subjects  together  in  one 
index  instead  of  maintaining  one  index  for  the  names  and  an- 
other for  the  subjects  as  recommended  in  connection  with 
catalog  filing. 

Filing  Equipment 

748.  The  most  satisfactory  file  for  general  work  is  the 
legal  or  cap  size  vertical  file,  each  drawer  taking  material  up 
to  and  including  10  x  15  inches. 

749.  By  having  a  metal  partition  inserted  in  the  drawers, 
running  from  front  to  back,  two  compartments  can  be  obtained 
iyz  inches  wide  by  10  inches  high,  leaving  one  drawer  out  of 
every  four  without  the  partition  to  provide  for  material  larger 
than  7  x  10  inches. 

750.  The  majority  of  association  and  institutional  reports 
in  pamphlet  form  are  approximately  6x9  inches  and  can  be 
filed  to  best  advantage  as  indicated  in  the  preceding  paragraph. 


CATALOG    AND    PAMPHLET    FILING  159 

751.  Catalogs  frequently  lack  the  uniformity  of  size  found 
in  reports,  etc. ;  consequently  it  may  be  found  advisable  to  use 
the  legal-width  drawer  without  putting  in  the  partition. 

752.  Owing  to  the  weight  of  this  class  of  material  and  the 
fact  that  folders  are  omitted  in  most  cases,  more  guides  are 
required  than  in  correspondence  filing  in  order  to  keep  the 
heavy  material  in  shape,  as  well  as  to  protect  the  equally  im- 
portant single-sheet  illustrations  and  circulars. 

Shelving  for  Catalogs 

753.  Advocates  of  shelving  for  the  housing  of  catalogs, 
pamphlets,  etc.,  claim  that  a  saving  in  space  is  possible  by 
grouping  the  catalogs  according  to   size   and  then  building 
or  adjusting  the  shelving  to  conform  to  such  requirements. 

754.  If  the  material  is  arranged  numerically  it  means  that 
the  catalog  number  must  be  prefixed  with  a  letter  or  character 
to  indicate  the  shelf  on  which  it  may  be  found,  or  else  the  sec- 
tion and  number  of  the  shelf  must  be  indicated  in  addition 
to  the  number  assigned  to  the  book. 

755.  The  arrangement  on  shelves  means  the  scattering  of 
material  that  experience  has  shown  should  be  brought  together, 
as  evidenced  by  use  of  the  group  numeric  system  by  architects 
and  others. 

756.  When  shelving  is  used  for  this  purpose  it  will  be 
found  unsatisfactory  unless  enclosed,  as  material  of  this  char- 
acter on  open  shelving  will  be  one  of  the  dust  collectors  of  the 
office. 

757.  Comparison   of   the   vertical   file   with   the   shelving 
proposition  will,  in  most  cases,  favor  the  former  as  the  best 
means  of  housing  this  material. 

Standardizing  Catalog  Sizes 

758.  In  architectural  circles  the  question  of  standardizing 


160  INDEXING    AND    FILING 

the  size  of  catalogs  to  Sy2  x  11  inches  has  been  agitated  at 
different  times,  with  the  view  of  refusing  to  place  in  their  files 
anything  not  conforming  to  this  size. 

759.  Should  a  ruling  of  this  nature  be  accepted  as  standard, 
the  regular  correspondence-size  file  could  be  used  instead  of 
the  legal-size,  or  if  shelving  is  preferred,  the  question  of  ad- 
justing the  shelving  for  various  sizes  would  be  eliminated. 


CHAPTER  XVIII 


PURCHASE  RECORDS 

760.  In  small  organizations  the  purchase  records  are  fre- 
quently treated  as  a  part  of  the  regular  filing,  quotations 
received  usually  being  recorded  in   a  note-book   or  left  to 
memory. 

761.  In  the  larger  concerns  this  phase  of  the  business  is 
handled    by    a    purchasing    agent    or    department,    necessi- 
tating the  maintenance  and  filing  of  such  records  as  are  essen- 
tial to  its  operation. 

762.  These  records  will  usually  consist  of  catalogs,  price 
lists,  quotation  records,  purchase  requisitions,  purchase  orders, 
receiving  records,  purchase  invoices   (usually  in  duplicate), 
and  samples. 

763.  Catalog  and  pamphlet  filing  has  been  considered  in 
Chapter  XVII,  and  therefore  needs  no  further  reference  be- 
yond the  statement  that  it  must  be  considered  in  connection 
with  the  filing  of  purchase  records. 

764.  QUOTATION  RECORDS.    These  records  can  be  maintained 
to  best  advantage  in  card  form,  the  size  and  form  of  the  card 
varying  according  to  the  needs  of  the  business.    They  should 
be  filed  alphabetically  according  to  the  material. 


Article 


No.  or  Sizo 

I0e/b.  Ho/. 


File  No. 


. 

I4-3-] 


Quantity 


1C* 


iu, 


162 


INDEXING    AND    FILING 


765.  In  some  concerns  the  articles  handled  have  been  more 
or  less  standardized  with  definite  catalog  numbers  assigned  to 
them,  and  in  such  cases  it  may  be  found  advisable  to  file  the 
quotation  cards  according  to  catalog  number  instead  of  by  the 
name  of  the  article. 

766.  The  original  quotations  from  which  these  card  records 
have  been  developed  should  be  filed  according  to  the  name  or 
file  number  of  the  vendor,  so  that  they  are  available  for  refer- 
ence if  required. 

767.  PURCHASE  REQUISITIONS.     These  ordinarily  carry  a 
serial  number,  sometimes  prefixed  with  a  letter  of  the  alphabet 
for  the  purpose  of  identifying  the  department  from  which  they 
originated. 


Rcq.  No.                          Deliver  to                                                                        Date 

Quantity 

Description 

Order  from                                                                                                                                                     1  Purchase  Order 
1  No. 

For                                                             Acct.  No.          Wanted  by  what  date 

Required  by                                                                     Approved 

REQUISITION  FOR  PURCHASES                                                                 Library  Burtiu  tOC30                                                       CAT.   NO.  30-5032 

768.  As  soon  as  the  order  to  the  vendor  has  been  issued, 
the  requisition  should  be  marked  with  the  purchase  order  num- 
ber and  then  filed  numerically.  If  the  requisitions  are  num- 
bered serially  to  identify  departments,  the  filing  of  these  forms 
should  coincide. 


769.     PURCHASE  ORDERS.    Manifold  copies  of  purchase  or- 


PURCHASE   RECORDS 


163 


ders  are  usually  made,  the  number  of  copies  depending  upon 
the  requirements  of  the  concern.  If  made  in  triplicate,  pro- 
vision would  be  made  for  the  original  to  go  to  the  vendor,  the 
duplicate  remaining  in  the  purchasing  department,  and  the 
triplicate  sent  either  to  the  receiving  clerk  or  to  the  accounting 
department. 

770.  The  most  satisfactory  sizes  of  these  orders  are  either 
5x8  inches,  or  8  x  10  inches,  the  latter  size,  when  used,  being 
folded  to  5  x  8  inches  and  filed,  without  the  use  of  folders,  in 
card  index  trays,  behind  guides,  just  as  5  x  8  inch  cards  would 
be  filed. 


THE  CENTURY  CO. 

UNION  SQUARE 


Pleas-  deliver  to 


Order  No.    172 
Req'n  No. 


-Dep't 


THE  CENTURY  CO. 
By 


771.  By  using  a  heavier  and  better  grade  of  paper  for  the 
copy  of  the  purchase  order  retained  as  the  purchasing  depart- 
ment file  copy,  with  the  numbers  1  to  31  inclusive  printed 
along  its  top  edge,  signals  can  be  used  for  the  purpose  of  in- 
dicating that  the  material  should  be  delivered,  or  that  the 
order  requires  attention  on  a  certain  date.     (See  cut,  page 
164.) 

772.  These  copies  of  the  purchase  orders  should  be  filed 
in  the  purchasing  department  in  alphabetic  order,  one  guide 
for  each  letter  of  the  alphabet  usually  being  sufficient. 


164  INDEXING    AND    FILING 


f 


20     21      22      23      24     25     26      27      28     29     30     31 

Order  Numbw 


Ordered 
from 


To  be  delivered  to:- 


773.  All  orders  should  be  numbered  at  the  time  they  are 
printed.    Cancelled  and  spoiled  orders  should  not  be  destroyed 
but  should  be  marked  cancelled  and  then  be  filed,  the  cancelled 
orders  in  a  completed  order  file  according  to  the  name  of  the 
vendor  in  whose  favor  they  were  originally  made  out ;  spoiled 
orders  behind  a  guide  marked  "Cancelled"  at  the  back  of  the 
completed  order  file. 

774.  As  invoices  are  received  the  orders  are  removed  from 
the  open  order  file,  and  if  they  check  up  as  being  completed, 
they  are  re-filed  in  the  same  arrangement  in  another  section  of 
files  as  closed  orders. 

775.  Orders  checking  up  as  being  only  partially  completed 
are  returned  to  the  open  order  files  and  kept  there  until  such 
time   as   they   are   completed   or   the   balance   of  the   order 
cancelled. 

776.  This  permits  of  the  maintenance  of  the  open  order 
files  at  minimum  proportions,  as  the  removal  of  completed  or- 
ders daily  leaves  nothing  but  live  material  to  be  handled. 

777.  CORRESPONDENCE.     The  filing  of  this  class  of  papers 
will  depend  upon  existing  conditions  in  the  organization  in 
relation  to  the  filing  question.     If  there  is  a  central  filing 
department   maintained   so   that   material    can   be   obtained 
promptly,  it  will  be  found  satisfactory  to  allow  all  papers  re- 
lating to  purchasing  department  matters  to  be  filed  there. 


PURCHASE    RECORDS  165 

778.  Where  the  analysis  of  conditions  shows  that  better 
service  can  be  obtained  by  the  retention  of  the  records  in  the 
purchasing  department,  they  can  be  filed  under  either  an 
alphabetic,  alphabetic-numeric,  or  a  regular  numeric  system. 

779.  SAMPLES.     Samples  retained  in  the  purchasing  de- 
partment are  usually  those  submitted  by  vendors  with  quo- 
tations,  or  those   received   from   departments   in   connection 
with  requisitions  or  complaints  as  to  unsatisfactory  material 
furnished. 

780.  Such  samples  should  be  properly  labeled  or  tagged 
for  identification,  and  stored  either  on  shelving  or  in  bins 
according  to  the  nature  of  the  samples. 

781.  The  label  or  tag  used  for  identifying  samples  should 
be  so  printed  as  to  provide  for  the  recording  of  the  name  of 
the  article,  order  number,  department,  name  of  vendor,  or,  if 
no  order  was  issued,  date  of  quotation. 


CHAPTER  XIX 
SALES  RECORDS 

782.  The  compilation  of  statistics  required  by  the  sales 
manager  can  be  accomplished  by  the  maintenance  of  sales  de- 
partment  records   tabulating   the   items   required   from   the 
orders,  salesmen's  reports,  and  correspondence  received. 

783.  If  the  record  of  sales  is  compiled  on  the  basis  of  the 
amount  of  sales  in  dollars  and  cents,  it  is  possible  to  obtain 
these  figures  from  the  sales  ledgers  periodically. 

784.  In  a  great  many  instances  charges  do  not  reach  the 
ledger  until  some  time  after  the  order  is  received,  particularly 
when  the  merchandise  is  sold  under  contract  with  partial  de- 
liveries stipulated,  or  made  to  -order,  and  consequently  records 
built  from  the  ledger  would  seldom,  if  ever,  be  up  to  date. 

785.  In  practically  every  organization  sales  records  are 
operated  from  the  following  standpoints : 

(a)  Sales  made  to  each  customer,  classified  according  to 

commodity,  the  unit  used  in  recording  being  either 
one  of  value  or  quantity,  whichever  meets  the  needs 
of  the  business  best. 

(b)  Recapitulation  of  sales  for  a  given  period,  showing  the 

amount  sold  each  customer,  this  being  classified  ac- 
cording to  commodity. 

(c)  Recapitulation  of  sales  for  a  given  period,  showing  the 

total  sales  in  territories  made  by  each  salesman,  these 
sales  being  classified  according  to  commodity. 

(d)  Recapitulation  of  sales  showing  total  of  each  com- 

modity sold  in  the  corresponding  period. 

(e)  Record  of  lost  orders  and  reason  for  their  loss. 

166 


SALES    RECORDS  167 

786.  Most  of  the  preliminary  classification  can  be  provided 
for  when  designing  the  forms  to  be  used,  and  in  the  filing  of 
these  forms,  this  permitting  of  analysis  being  made  from  any 
standpoint  desired. 

787.  SALES  ORDERS.     These  are  received  in  one  of  three 
ways :  by  mail  on  the  official  order  blank  or  letter-head  of  the 
customer,  from  a  traveling  salesman  on  a  sales  order  blank 
furnished  for  that  purpose,  or  through  a  visit  of  the  customer 
to  the  salesrooms  of  the  organization,  in  which  event  the  same 
form  of  sales  order  blank  would  be  used  as  is  supplied  to  the 
salesmen. 

788.  After  the  order  has  been  copied  on  the  official  order 
blanks,  which  are  numbered  consecutively,  the  original  order 
is  marked  with  the  order  number  for  the  purpose  of  identifica- 
tion and  then  filed,  either  with  the  correspondence  or,  if  the 
orders  run  into  volume,  in  a  separate  folder  immediately  be- 
hind the  folder  containing  the  correspondence. 

789.  Whenever  the  filing  is  maintained  under  one  arrange- 
ment with  one  folder  for  the  correspondence  and  another  filed 
immediately  behind  it  for  the  orders,  the  one  containing  the 
orders  should  be  of  a  different  color  or  else  bear  some  desig- 
nating mark. 

790.  A  record  of  the  sale  is  made  on  a  customer's  or  sales- 
record  card,  the  items  being  taken  from  the  sales  department 
copy  of  the  official  order,  those  recorded  varying  according  to 
the  requirements  of  the  business. 

791.  CUSTOMERS'  LIST.    Using  a  card  ruled  and  printed  so 
as  to  permit  of  the  entry  of  the  necessary  items,  a  card  or 
series  of  cards  is  made  out  for  each  customer,  actual  or  pros- 
pective, the  information  being  obtained  from  copies  of  sales 
orders,  salesmen's  reports,  etc. 


i68 


INDEXING    AND    FILING 


No.. 


Rating 


Character  of  Business 


Strongest  Competitor 


ADVERTISING     MATTER 


792.  With  the  allotment  of  a  definite  territory  to  a  salesman 
or  agent,  the  sales  records  of  customers  in  a  given  territory 
are  usually  filed  geographically,  the  divisions  made  depending 
to  a  large  degree  upon  the  extent  of  the  territory. 


/     OHIO       \ 


/ 


Corning 


Buffalo 


W 


Auburn 


I 


Name 

Address 

MONTHS 

19 

' 

191  > 

I9lv3 

1914- 

191  «b 

191 

HCT 

Feb. 

Mar 

793.  When  figures  covering  the  sales  of  a  given  territory 
are  required,  they  are  obtained  by  adding  the  totals  of  sales 
shown  on  each  of  the  individual  customer's  cards  within  the 
group. 

794.  By  ruling  and  printing  the  guide  cards  used  for  the 
purpose  of  indicating  states  and  towns  or  other  territorial 
units,  the  tabulations  of  figures  covering  such  territorial  divi- 
sions can  be  summarized  on  these  guides. 


SALES    RECORDS 


169 


.-       Territory  controlled   by  Str-ongest  competitor 


TOTAL  A  B  C  D  0 


795.  RECORD  OF  SALESMEN.  The  sales  orders  entered  each 
day  may  be  assorted  according  to  salesmen.  The  total  amount 
of  sales  to  the  credit  of  each  salesman  obtained  for  each  day 
and  added  to  total  recorded  for  the  preceding  days  of  the 
month,  establishes  a  cumulative  total  from  the  first  of  each 
month  to  the  current  date. 


RECAPITULATION       OF     SALES       tfU^/V    &-\<\\S 

SALES- 
MAN 

AMOUNT     OF     SALES     BY     TERRITORIES 

CREDITS 
RETURNS 

NET 
SALES 

TO     DATE 

DERS 

1 

2 

3 

4 

1 

1* 

I  Vo 

I   0 

I  SS" 

IS(.* 

if-V 

2 

*s 

Uo 

\  oS 

\  8  if  S 

y 

.  3 

I  ov 

si* 

s 

I53 

\  «H  v 

3S 

4 

\s 

IF 

i  U* 

34- 

^~  

~^^ 

"^ 

"^X 

L__  —           — 

796.  These  sheets  or  cards  are  filed  according  to  days,  be- 
hind month  guides,  making  it  possible  to  recapitulate  either 
quarterly,  semiannually,  or  annually  as  may  be  desired. 

797.  Another  recapitulation  by  class  of  commodity  enables 
the  sales  and  the  production  or  purchasing  departments  to 
co-operate  as  to  the  classes  and  quantities  of  material  required, 
the  estimates  being  based  upon  the  sales  classed  as  to  com- 
modity and  seasons. 


170 


INDEXING    AND    FILING 


RECAPITULATION  COVERING  SALES  OF 


Day 


JANUARY 


JTJNB 


TotaJ 


798.  These  cards  are  filed  according  to  commodity,  entries 
being  made  each  day  recording  the  total  sales  of  that  par- 
ticular commodity.     The  cards  are  prepared  so  as  to  provide 
for  one  year 's  record  being  maintained  on  .a  single  card,  six 
months  on  each  side. 

799.  Unless  such  information  is  maintained  in  an  informa- 
tion and  data  file  covering  the  requirements  of  the  entire  or- 
ganization, it  is  essential  that  the  sales  manager  provide  for  a 
file  (usually  correspondence-size,  arranged  on  the  basis  of  an 
alphabetic  subject  file)   to  contain  reports  on  market  condi- 
tions, transportation  matters,  advertising  matter   (including 
form  and  circular  letters,  booklets,  etc.),  and  territories  to  be 
developed. 

800.  A  file  of  this  character  enables  the  sales  manager  to 
compile  information  that  can  be  used  as  the  basis  of  determin- 
ing the  practicability  of  a  campaign  in  a  given  territory,  the 
conditions  existing  as  to  products  to  be  sold,  and  the  methods  to 
be  used  in  selling. 


CHAPTER  XX 


CREDIT  RECORDS 

80 1.  The  credit  manager  whose  record  at  the  end  of  a  fiscal 
year  shows  a  very  small  percentage  of  losses  and  claims  in 
attorneys'  hands  for  collection  is  almost  invariably  the  one 
who  maintains  detailed  records  affording  information  regard- 
ing the  standing  of  customers. 

802.  This  necessitates  the  maintenance  of  an  individual 
folder  for  each  customer,  containing  mercantile  reports,  letters 
of  reference,  statements  of  assets  and  liabilities,  salesmen's  re- 
ports as  to  credit,  stock  carried,   and  memoranda  of  fires, 
actions  and  judgments. 

803.  The  use  of  a  binder  or  fastener  folder  for  the  filing 
of  these  papers  insures  the  arrangement  of  the  papers  in  the 
order  of  their  receipt  (with  the  latest  paper  at  the  top),  the 
fastener  precluding  the  accidental  loss  of  papers. 


804.  In  instances  where  the  credit  department  depends 
upon  reports  from  mercantile  agencies  to  a  large  extent,  the 
credit  or  bill-size  folder  will  usually  prove  satisfactory. 

805.  When  the  mercantile  reports  are  supplemented  by  let- 
ters of  reference  and  records  of  direct  investigations,  the  cor- 
respondence-size folder  will  give  better  results,  owing  to  the 
fact  that  most  of  the  papers  (other  than  mercantile  reports) 

171 


172 


INDEXING    AND    FILING 


are  usually  on  the  regular  letter-head  paper  which  would  have 
to  be  folded  if  the  papers  are  filed  in  the  credit  or  bill-size 
folder. 

806.  No  miscellaneous  folders  should  be  used  in  the  credit 
files,  as  it  is  essential  that  the  material  pertaining  to  a  given 
customer  be  kept  intact  for  ready  reference. 

807.  When  the  files  are  maintained  under  an  alphabetic 
arrangement,  affording  direct  reference  to  the  material  (see 
Chapter  VI,  ''Direct  Alphabetic  Filing"),  a  form  may  be 
printed  on  the  outside  of  the  folder  allowing  for  a  condensed 
record  of  the  information  contained  in  the  folder. 


REFERENCES 


id         Our,  How  pays         Credit  limit 


808.  If  quick  references  and  decisions  are  essential,  a  con- 
densed credit  record  in  card  form  will  be  found  more  satis- 
factory than  the  use  of  the  form  printed  on  the  front  of  the 
folder  containing  the  credit  information.     (See  page  173.) 

809.  The  credit  files  can  be  maintained  satisfactorily  under 
a  numeric  arrangement  in  organizations  filing  their  general 
correspondence  in  this  manner. 

810.  The  index  to  these  files  is  maintained  by  recording  the 
file  number  on  the  credit  card  shown  on  page  173,  which  would 


CREDIT    RECORDS 


173 


Name 

O 

to  ttop  ctodi! 

File  Number 

City                                                                                 State 

Class 

Year 

Sales 

Rating 

Ledger 

Pays 

Terms 

Dun 

Biad. 

19*13 

Limit 

1914 

Salesman 

1915 

Reference 

1916 

1917 

Remarks 

1918 

1919 

1920 

be  filed  alphabetically  and  serve  as  the  index  to  general  cor- 
respondence as  well. 

811.  GEOGRAPHIC  FILING.    Due  to  the  concentration  of  sales 
effort  in  a  given  locality,  or  to  the  fact  that  in  some  instances 
a   more   comprehensive   view   of   general    conditions    can   be 
thereby  obtained,  some  credit  managers  prefer  the  geographic 
arrangement. 

812.  The  arrangement  of  credit  files  maintained  on  this 
basis  would  be  the  same  as  that  of  correspondence  filed  as 
described  in  Chapter  IX,  "Geographic  Filing." 

813.  The  state  and  town  guides  are  sometimes  ruled  and 
printed;  the  state  guides  allowing  for  notations  as  to  state 
laws;  the  town  guides  allowing  for  records  of  attorneys  to 
whom  collection  matters  can  be  referred,  etc. 

814.  COLLECTIONS.     Sometimes  the  credit  man  occupies  a 
dual  position,  handling  the  collections  as  well  as  the  credits, 
and  in  such  instances  the  two  records  are  frequently  combined. 

815.  If  the  collection  work  is  heavy  it  can  be  handled  bet- 
ter as  a  separate  record.     In  such  cases  the  objection  to  the 
combined  record  is  found  in  the  necessity  of  rewriting  the 


174 


INDEXING    AND    FILING 


credit  information  items  whenever  the  space  allotted  to  the 
collection  record  is  filled  up. 

8 1 6.  When  the  collection  record  is  handled  in  card  form, 
the  cards  are  printed  with  the  days  of  the  month  along  the 
top  edge,  and  the  follow-up  work  is  taken  care  of  by  the  use  of 
signals  along  the  top  of  the  card  as  described  in  §§  79  to  82. 


817.  Collection  cards  such  as  shown  above  would  only  be 
filed  for  delinquents,  or  for  customers  who  are  given  special 
discounts  for  payment  of  accounts  within  a  specified  time. 

8 1 8.  These  cards  are  made  out  from  a  list  of  such  accounts 
furnished  by  the  accounting  department,  or  else  from  the 
statements,  those  showing  unpaid  balances  prior  to  a  certain 
date  being  recorded  and  followed  up. 

819.  Record  of  payments  received  can  be  obtained  by  going 
over  the  cash  book  each  day  and  noting  the  amounts  received, 
or  by  a  report  from  the  bookkeeper  itemizing  the  payments  of 
the  day,  or  by  having  the  checks  received  pass  through  the 
collection  department. 

820.  The  method  of  handling  this  part  of  the  work  will 
differ  in  different  organizations,  depending  upon  the  functions 
assigned  to  the  various  departments. 

821.  Owing  to  the  confidential  nature  of  material  contained 
in  the  credit  files,  it  is  seldom  feasible  to  consolidate  credit 
information  with  general  correspondence  or  other  material. 
It  is  generally  conceded  that  the  credit  files  should  be  under 
lock  and  key. 


CHAPTER  XXI 
FILING  OF  SALES  INVOICES 

822.  Originally,  sales  invoices  were  made  out  in  longhand, 
transcribed  into  a  day  or  sales  book,  and  posted  from  there 
into  the  ledger. 

823.  When  reference  to  any  invoice  was  necessary  it  could 
only  be  accomplished  by  referring  to  the  ledger  account  of  the 
customer,  obtaining  a  list  of  the  various  folios  of  the  day  book 
from  the  ledger  page,  and  then  referring  to  the  day  book. 

824.  DUPLICATE  BILLING.    With  the  increased  use  of  carbon 
paper  as  a  duplicating  medium,  the  sales  book  was  made  up 
with  printed  bill-heads  inserted  alternately  in  a  bound  book 
with  a  plain  sheet  of  paper,  the  bill-head  being  perforated  so 
that  it  could  be  torn  out  after  it  was  written,  while  the  carbon 
copy  remained  in  the  book  and  was  used  as  the  charging 
medium. 

825.  Succeeding  this,  the  loose-leaf  binder  came  into  use, 
the  sheets  containing  one  or  more  invoices  according  to  the 
length  of  the  individual  charge. 

826.  With  all  of  these,  however,  the  same  difficulty  arose — 
the  arrangement  of  the  charges  in  chronological  order  meant 
the  establishment  of  an  index  to  the  folios  or  else  reference  to 
the  ledger. 

827.  I^  many  instances  this  objection  is  obviated  by  taking 
an  additional  carbon  copy  of  each  invoice  and  filing  the  in- 
voices of  each  individual  customer  together,  either  by  name  or 
account  number,  behind  guides,  usually  without  the  use  of 
folders. 

828.  This  eliminates  interrupting  the  bookkeeper  for  folios, 

175 


176  INDEXING    AND    FILING 

as  the  reference  copies  can  be  obtained  without  delay  from  the 
file  rooms. 

829.  ALPHABETIC  FILING.  When  sales  invoices  are  filed  al- 
phabetically, they  should  be  filed  behind  name  guides,  one  for 
each  customer,  without  the  use  'of  folders. 


830.  Whenever  the  ledgers  and  correspondence  files  are 
maintained  under  any  of  the  direct  reference  systems — alpha- 
betic,   alphabetic-numeric,    or    geographic    arrangement — the 
filing  of  the  sales  invoices  should  be  operated  in  the  same 
manner,  the  index  being  eliminated. 

831.  NUMERIC  FILING.    When  sales  invoices  are  filed  under 
a  numeric  system,  either  the  correspondence  or  account  number 
(if  any)  should  be  used. 

832.  With  the  correspondence  files  arranged  numerically, 
the  sales  invoices  can  be  filed  under  the  same  number  as  as- 
signed to  the  customer's  correspondence,  maintaining  a  distinct 
set  of  files  for  the  sales  invoices  but  using  the  same  index  for 
both  files. 

833.  If  the  sales  ledgers  are  maintained  on  a  numeric  basis, 
with  an  account  number  assigned  to  each  customer,  it  will  be 
fpund  better  to  file  by  the  account  number  in  preference  to  the 
correspondence  number. 


FILING    OF    SALES    INVOICES  177 

834.  When  operated  in  this  manner  the  correspondence  in- 
dex should  carry  the  account  number  on  each  index  card  just 
below  the  regular  correspondence  number,  using  the  letter 
"A"  prefixed  to  the  number  to  indicate  its  nature. 

835.  The  accounting  department  copies  of  the  sales  invoices, 
kept  either  in  loose-leaf  binders  or  filed  loose  in  card  index 
or  vertical  file  drawers  (according  to  the  size  of  the  invoice), 
are  arranged  in  chronological  order  without  regard  to  the 
name  of  the  customer.     This  set  of  invoices,  constituting  the 
posting  medium,  should  be  retained  intact  for  the  department's 
records  and  for  auditing  purposes. 

836.  All  references  to  the  invoices,  even  in  the  accounting 
department,  should  be  made  by  obtaining  the  file  or  reference 
copies  from  the  file  room,  except  in  connection  with  items  that 
relate  to  accounting  questions,  such  as  checking  of  totals,  trial 
balances,  or  similar  work. 


CHAPTER  XXII 
FILING  OF  PURCHASE  INVOICES 

837.  The  method  of  handling  purchase  invoices  will  depend 
almost  entirely  upon  the  manner  in  which  the  accounting 
department  is  operated. 

838.  PURCHASE  LEDGER.     When  invoices  are  entered  in  a 
journal  and  from  there  posted  to  a  purchase  or  accounts  pay- 
able ledger,  these  invoices  are  filed  in  an  unpaid  bill  file,  alpha- 
betically arranged,  as  soon  as  the  journal  entry  has  been  made. 

839.  Unless  the  volume  of  unpaid  invoices  is  very  heavy, 
they  will  only  need  to  be  separated  by  a  25-division  set  of 
guides  without  folders. 

840.  When  an  invoice  is  paid  it  should  be  removed  from 
the  unpaid  file  and  re-filed  as  a  paid  invoice  under  the  par- 
ticular method  of  filing  that  may  be  adopted. 

841.  ALPHABETIC  FILING.    This  method  can  be  used  for  the 
filing  of  paid  invoices  with  the  use  of  individual  and  miscel- 
laneous folders  in  the  same  manner  as  for  correspondence. 
(See  Chapter  VI,  "Direct  Alphabetic  Filing.'7) 

842.  In  establishments  where  the  purchase  invoices  do  not 
run  into  volume,  these  papers  can  be  filed  in  the  regular  cor- 
respondence files,  using  a  colored  folder  for  the  invoices  (paid) 
of  each  vendor,   and  filing  this   folder  directly  behind  the 
correspondence  folder  of  the  same  name. 

843.  If  the  correspondence  of  a  certain  vendor  was  re- 
quired, only  the  manila  folder  would  be  removed;  if  invoices, 
only  the  colored  folder  would  be  taken,  thus  keeping  all  papers 
pertaining  to  a  vendor  in  one  location  in  the  file,  but  separated, 
as  described  above,  so  that  either  class  of  papers  can  be  ob- 
tained as  desired. 

178 


FILING    OF    PURCHASE    INVOICES 


179 


844.  Even  if  the  invoices  are  filed  separately  from  the  cor- 
respondence, it  is  advisable  to  use  a  colored  folder,  thereby 
preventing  the  filing  of  invoice  folders  in  the  correspondence 
files,  or  the  correspondence  folders  in  the  invoice  files,  without 
the  misfiling  being  noticed. 

845.  VOUCHER  SYSTEM.    When  purchase  invoices  are  han- 
dled   under   this   system,    vouchers   consecutively    numbered 
should  be  made  out  for  each  set  of  invoices  to  be  paid,  the  in- 
voices being  attached  to  and  filed  with  the  voucher  after  it 
has  been  receipted. 

846.  These  vouchers  should  be  filed  in  numeric  order,  this 
necessitating  the  maintenance  of  an  index  to  locate  the  in- 
voices of  any  particular  vendor,  as  these  invoices  when  filed 
by  voucher  numbers  are  scattered  throughout  the  files. 

847.  The  index  to  these  vouchers  can  be  made  up  on  any 
of  the  standard-size  cards  (preferably  5x8  inches),  ruled  as 
shown  in  the  following  illustration,  these  index  cards  being 
filed  alphabetically  according  to  the  name  of  the  vendor. 


NAME 

•  ,  

L  .  —  **~^ 

'             J 

. 

848.  INVOICE  REGISTER  SYSTEM.    With  the  adoption  of  the 
voucher  check,  dispensing  with  the  receipting  of  invoices  or 
vouchers,  the  invoice  register  system  came  into  use  to  a  great 

extent. 

• 

849.  Each  invoice,  either  as  it  is  received  or  approved,  is 
assigned  a  number  in  consecutive  order,  and  an  entry  is  made 
in  an  invoice  register  recording  the  invoice  number,  the  name 
of  the  vendor,  date  of  the  invoice,  and  the  amount,  this  latter 


l8o  INDEXING    AND    FILING 

being  distributed  by  means  of  amount  columns  to  the  various 
classes  of  accounts  to  be  charged. 

850.  The  register  serves  two  purposes :  first,  as  a  check  on 
the  invoices  to  see  that  they   are  properly   accounted  for; 
second,  to  establish  the  total  amount  of  the  invoices  of  each 
month,  which  represents  the  credit  to  be  made  to  the  accounts 
payable  (control)  account  at  the  end  of  each  month. 

851.  The  invoices  are  filed  by  the  register  number,  the  in- 
dex being  maintained  in  the  same  form  as  in  the  operation  of 
the  voucher  system,  no  ledger  for  the  individual  vendors7  ac- 
counts being  maintained  under  either  the  voucher  or  invoice 
register  systems. 


CHAPTER  XXIII 
CHECK  AND  VOUCHER  FILING 

852.  When  the  regulation  check  book  is  used  in  the  com- 
mercial office  with  either  a  stub  record  or  a  carbon  copy  of  the 
check  as  it  is  issued  in  numerical  and  chronological  order,  the 
returned  vouchers  after  being  reconciled  with  the  check  and 
pass-books  are  filed  in  numeric  sequence  until  such  time  as  the 
auditor  has  passed  them. 

853.  These  checks  can  be  left  in  the  numeric  arrangement, 
or  can  be  reasserted  into  alphabetic  order  according  to  the 
names  of  the  vendors,  affording  immediate  access  to  the  checks 
drawn  in  favor  of  a  particular  vendor.    The  latter  method  has 
some  advantages  when  there  is  no  accounts  payable  or  purchase 
ledger. 

854.  When  the  voucher  system  of  invoice  filing  is  used,  the 
cancelled  bank  check  is  sometimes  attached  to  the  accounts 
payable  voucher  and  invoices  that  the  check  covers,  thereby 
completing  the  entire  record  from  the  authorization  of  the 
invoice  for  payment  to  its  settlement. 

Check  Filing  in  Banks 

855.  While  the  filing  of  checks  in  a  commercial  office  is  a 
matter  of  a  semipermanent  record,  the  filing  of  this  class  of 
material  in  the  bank  is  a  transient  one,  but  these  checks  are 
of  greater  importance  than  a  great  many  other  papers  that 
are  filed,  as  they  represent  the  official  authorization  of  the  de- 
positor to  the  bank  to  disburse  a  stated  amount  of  money  for 
his  account. 

856.  Consequently  the  bank  must  be  in  a  position  to  deliver 
to  any  depositor  upon  demand  all  checks  or  vouchers  repre- 
senting the  payments  made  for  the  account  of  such  depositor. 

181 


182 


INDEXING    AND    FILING 


857.  There  are  two  methods  of  handling  these  vouchers: 

(a)  Pass-book  method 

(b)  Statement  method 

858.  PASS-BOOK  METHOD.  Under  this  plan  which  has  been 
in  use  for  many  years,  the  bank  retains  the  paid  vouchers  filed 
according  to  the  name  of  the  depositor,  until  such  time  as  the 
depositor  delivers  his  pass-book  to  the  bank  to  be  balanced. 

859.  The  files  containing  these  paid  checks  or  vouchers 
should  be  arranged  alphabetically,  using  a  name  guide  for 
each  depositor  and  a  division  guide  for  each  division  or  sub- 
division of  the  alphabet  required,  according  to  the  size  of  the 
files. 

860.  Metal-tipped  guides  with  the  fifth-cut  tip  for  alpha- 
betic divisions  in  the  first  position,  and  the  name  guides  alter- 
nated in  the  second  and  third  positions  of  a  third  cut,  will 
give  satisfactory  service,  allowing  for  the  changing  of  the 
names  in  the  metal-tipped  projections. 


861.  A  similar  arrangement  uses  celluloided  guides  which 
will  give  equally  satisfactory  results,  allowing  for  expansion 
or  contraction  at  any  point  as  may  be  required,  by  the  addition 
or  removal  of  printed  guides.     (See  §§  220  to  224.) 

862.  When  a  pass-book  is  returned  to  the  bank  to  be  bal- 
anced, all  of  the  vouchers  on  file  at  the  date  of  balancing  that 


CHECK    AND    VOUCHER    FILING  183 

have  been  charged  to  the  depositor  on  the  bank's  records  are 
removed  from  the  file,  listed,  and  the  total  of  the  vouchers 
recorded  in  the  pass-book. 

863.  These  vouchers  together  with  the  depositor's  pass-book 
are  then  filed  in  another  section  of  the  files  arranged  in  the 
same  manner,  and  held  there  until  called  for  by  the  depositor. 

864.  All  checks  or  vouchers  received  subsequent  to  the 
balancing  of  the  pass-book  are  filed,  as  soon  as  charged,  in  the 
regular  check  file  until  the  next  time  the  pass-book  is  balanced. 

865.  STATEMENT  METHOD.    Owing  to  the  increased  use  of 
the  newer  types  of  adding  machines,  making  it  possible  to  make 
up  the  depositor's  statement  at  the  time  of  listing  the  checks, 
many  banks  and  trust  companies  have  adopted  the  duplicate 
monthly  statement  method,  returning  all  paid  vouchers  with 
the  original  of  the  statement  to  each  depositor  at  the  end  of 
each  month. 

866.  During  the  month  these  statements  are  filed  alpha- 
betically by  the  names  of  the  depositors,  the  paid  vouchers 
being  filed  in  the  same  manner  as  in  the  pass-book  method. 

867.  At  the  end  of  each  month  the  vouchers  are  removed 
and  checked  to  see  that  there  is  a  voucher  for  each  item  listed 
on  the  statement.     The  original  of  the  statement  and  the 
vouchers  are  then  returned  to  the  depositor,  the  duplicate  copy 
of  the  statement  being  retained  in  the  files  of  the  bank. 

868.  Ordinarily  the  pass-books  are  not  filed  when  the  state- 
ment, method  is  used,  as  they  are  only  balanced  at  such  times  as 
they  are  presented  with  a  request  from  the  depositor  that  the 
book  be  written  up. 


CHAPTER  XXIV 
FILING  OF  ELECTROTYPES  AND  CUTS 

869.  The  method  of  filing  half  tones,  zincs,  plates,  electro- 
types, and  line  cuts,  is  governed  largely  by  the  class  of  illus- 
tration, the  nature  of  the  organization,  the  reference  necessary, 
and  the  standpoint  of  such  reference. 

870.  Cuts   may   be   classified   according   to   their   use   as 
follows  : 

(a)  Illustrations  used  in  connection  with  the  text  of  ma- 

terial   published    in   newspapers,    magazines,    and 
books. 

(b)  Illustrations  used  in  printing  of  catalogs,  booklets,  and 

other    advertising    matter    distributed    direct    or 
through  the  mail. 

(c)  Forms  (type,  or  type  and  illustrations)  plated  because 

of  the  quantity  run  or  the  possibility  of  additional 
runs  being  required. 

871.  The  organizations  ordinarily  handling  cuts  to  a  con- 
siderable extent  may  be  grouped  as  follows : 

(a)  Publishers — newspaper,  magazine,  and  book 

(b)  Advertising  agencies 

(c)  Printing  plants 

(d)  Catalog  or  mail  order  houses 

872.  Inasmuch  as  the  question  of  filing  of  electrotypes  and 
cuts  in  the  publishing  field  depends  materially  upon  the  in- 
dividual conditions  existing  in  each  organization,  it  is  deemed 
impracticable  to  set  forth  any  definite  rules  to  be  followed  in 
this  connection. 

873.  NUMBERING  OF  CUTS.     Whenever  cuts  are  mounted  on 
wood  blocks,  they  should  be  numbered  or  marked  by  means  of 

184 


FILING    OF    ELECTROTYPES    AND    CUTS  i%$ 

steel  punches,  which  can  be  obtained  in  sets  one  punch  for  each 
digit  and  naught,  also  letters  of  the  alphabet,  if  required,  which 
will  permit  of  any  combination  of  letters  and  numbers  being 
made. 

874.  The  letters  should  be  indented  in  the  side  or  end  of 
the  wood  block,  not  on  the  back,  as  the  inlays  or  mats  used 
under  the  cut  to  surface  it  are  frequently  glued  to  the  wood 
blocks,  thus  covering  any  marks  that  might  be  made  on  the 
back  of  the  block. 

875.  Unmounted  cuts  can  be  identified  by  attaching  a  small 
tag  bearing  the  number  or  other  designation,  using  wire  instead 
of  string  to  attach  it  and  putting  the  wire  through  the  tack 
holes  originally  used  for  mounting  the  cut. 

876.  This  tag  must  be  detached  each  time  such  cuts  are 
used,  the  cuts  being  retagged  when  the  form  is  broken  up  and 
the  cuts  returned. 

Printing  Plants 

877.  Electrotypes  and  cuts  retained  in  a  plant  of  this  de- 
scription are  either  the  property  of  the  printer,  having  been 
made  up  at  his  own  expense  because  of  a  large  run  on  the 
presses  or  in  anticipation  of  repeat  orders  for  the  same  job,  or 
else  belong  to  the  customer  who  has  furnished  the  cuts  for  the 
execution  of  a  certain  piece  of  work. 

878.  The  majority  of  printers  handle  their  work  under  a 
production  or  job  order  number,  which  would  be  used  as  the 
identifying  number  for  the  cut.     In  some  instances  the  order 
or  form  number  is  incorporated  as  a  part  of  the  set-up,  usually 
at  the  top  or  bottom  of  the  form. 

879.  "When  there  is  more  than  one  cut  used  on  a  given  job, 
it  is  customary  to  suffix  in  rotation  a  letter  of  the  alphabet  or 
a  secondary  number  to  the  order  number,  the  first  cut  carrying 
only   the    order   number,    the    second    cut    the    suffix    "A." 
For  instance,  if  the  order  number  was  854,  the  numbering 
would  be : 


186  INDEXING    AND    FILING 

First  cut,  _  854 

Second  cut,  854  A,  or  854  -  1 

Third  cut,  854  B,  or  854  -  2 

Fourth  cut,  854  C,  or  854  -  3 

880.  Exception  No.  1.     Cuts  used  in  the  production  of  a 
book  or  pamphlet  with  numbered  pages  would  be  identified  by 
the  order  numbers  and  the  page  numbers. 

881.  Plates  covering  page  matter  where  a  section  or  para- 
graph number  is  used  in  place  of  the  page  number,  would  be 
identified  by  first  and  last  numbers  (section  or  paragraph) 
appearing  on  each  page. 

882.  Exception  No.  2.     In  instances  where  the  same  illus- 
tration is  used  in  different-sized  cuts,  the  suffixed  letter  or 
number  is  sometimes  used  to  designate  the  various  sizes. 

883.  CUTS  BELONGING  TO  CUSTOMERS.    With  few  exceptions 
the  average  printer  does  not  care  to  retain  possession  of  cuts 
that  are  the  property  of  his  customers,  as  it  necessitates  the 
reservation  of  space  and  equipment  for  the  storage  of  such 
cuts,  for  which  he  obtains  no  remuneration. 

884.  "When  such  cuts  are  retained  it  is  usually  because  of 
constant  runs  being  made,  requiring  that  the  cuts  be  available 
at  all  times,  or  that  the  customer  desires  the  printer  to  keep 
them,  or  else  that  the  printer  believes  it  to  be  to  his  own 
advantage  to  keep  them. 

885.  As  the  printer's  interest  in  these  cuts  ends  with  the 
return  of  the  cut  to  the  customer,  or  its  destruction  in  accord- 
ance with  orders  from  the  customer  to  that  effect,  there  is  no 
need  of  elaborate  records  being  kept. 

886.  PROOF  FILES.     By  taking  a  proof  of  each  cut  the 
printer  has  in  his  possession,  marking  the  proof  with  the  num- 
ber or  other  designation  assigned  to  the  cut,  these  proofs  can 
be  filed,  first  according  to  the  name  of  the  customer,  then 
numerically  or  otherwise  according  to  the  nature  of  the  refer- 
ence to  them. 


FILING    OF    ELECTROTYPES    AND    CUTS 


187 


887.  When  a  cut  is  ordered  to  be  returned  or  destroyed,  the 
proof  should  be  removed  from  the  file  and  attached  to  the  order 
or  memorandum  calling  for  the  return  or  destruction  of  the 
cut,  which  is  then  filed  with  the  customer's  correspondence. 

Catalog  or  Mail  Order  Houses 

888.  In  organizations  of  this  character  it  is  customary  to 
designate    all,    or   the    greater   portion    of    tne    merchandise 
handled,  by  catalog  numbers,  the  descriptive  matter  to  a  large 
extent  being  supplemented  by  illustrations. 

889.  Many  of  these  catalogs  are  issued  at  stated  intervals, 
requiring  that  the  subject  matter  be  checked  up  before  each 
issue  goes  to  press,  that  obsolete  material  be  eliminated  and 
new  material  inserted.    This  requires  that  a  record  be  kept  of 
originals,  electros,  and  their  location. 

890.  This  record  can  be  maintained  to  the  best  advantage  in 
card  index  form,  a  card  for  each  illustration,  the  arrangement 
of  the  card  providing  for  a  record  of  the  original,  by  whom  it 
was  made,  style  of  the  cut,  its  number,  electros  made,  and  their 
location. 

891.  The    detail   to   be   recorded   will   vary    in    different 
organizations.     The  illustration  shown  is  suggestive  only  and 
may  require  changes  to  adapt  it  to  individual  requirements. 


Subject 

Number 

Location 

SIZE 

X     Inches.     HALT  TOME   Square  Cut   Silhouette    Vignette    LINE  COT 

OHIGINALS 

iCLKCTROS  MADE 

ELECTROS  ISSUED 

1 

i 

188  INDEXING    AND    FILING 

892.  If  catalog  numbers  are  assigned  to  the  merchandise 
illustrated,  the  same  numbers  should  be  used  to  identify  the 
cuts,  the  card  index  to  the  cuts  being  maintained  in  numeric 
order. 

893.  Proof  files  are  seldom  necessary  in  this  class  of  work 
except  as  to  new  illustrations  that  have  never  been  used  in  the 
catalog.    Proofs  of  these  are  kept  on  file  until  the  new  edition 
of  the  catalog  is  out. 

894.  The  plan  outlined  for  mail  order  houses  can  be  used  to 
advantage  in  other  mercantile  fields  where  cuts  are  handled  to 
any  extent  and  a  record  is  required. 

895.  Organizations  connected  with  church,  social  service, 
public  health,  and  other  welfare  work,  frequently  handle  cuts, 
electros,  etc.,  in  connection  with  the  literature  they  issue  or 
material  they  furnish  to  local  societies  or  publications  for  use 
in  special  campaigns. 

896.  In  some  instances  the  requirements  of  the  organization 
demand  that  they  be  accessible  from  the  standpoint  of  locality ; 
in  others  the  subject  would  be  the  factor. 

897.  Each  cut  should   be  numbered  as  provided  for  in 
§§  873  to  876,  the  cuts  being  filed  either  in  shallow  drawers  or 
on  shelves  as  may  be  desired. 

898.  PROOF  FILES.     A  proof  should  be  taken  of  each  cut, 
which  is  marked  with  the  number  assigned  to  the  cut.    These 
proofs  are  then  classified  and  filed,  either  loose  or  mounted  on 
manila  sheets  (the  same  as  clippings). 

899.  The  arrangement  of  the  proof  files  can  be  made  either 
subject,  alphabetical,  or  geographical,  according  to  the  in- 
dividual requirements. 

900.  When  the  majority  of  the  illustrations  are  small-sized, 
it  is  possible  to  maintain  an  index  to  the  cuts  in  card  form, 
mounting  the  proof  or  other  reproduction  of  the  cut  on  the 
back  of  the  card,  the  card  carrying  as  much  or  as  little  data  as 
to  the  original  of  the  cut,  etc.,  as  considered  necessary. 


CHAPTER  XXV 
FILING  EQUIPMENT 

Filing  Cabinets 

901.  The  filing  cabinets  on  the  market  at  the  present  time 
are  of  three  distinct  types : 

(a)  Solid  cases  permitting  of  no  expansion,  varying  from 

one  drawer  to  sixty  or  more. 

(b)  Horizontal  sections,   each   a  distinct  unit,  additions 

being  made  by  placing  another  unit  above  or  below 
the  original  unit,  the  top  and  base  being  removable, 
thus  allowing  for  both  expansion  and  rearrangement. 

(c)  Vertical  units  allowing  for  addition  of  one  or  more 

units  laterally,  the  various  units  being  of  uniform 
height  and  depth. 

902.  A  stack  of  horizontal  or  a  range  of  vertical  units  is 
not  necessarily  made  up  of  multiples  of  any  one  unit,  it  being 
possible  to  consolidate  legal,  correspondence,  invoice,  and  card 
index  files  with  storage  cupboards  or  drawers  of  various  types 
in  the  same  stack. 

903.  SOLID  CASES.     Disregarding  the  nature  of  the  material 
filed — correspondence,  invoices,  index  cards,  etc. — cases  of  this 
type  should  only  be  used  in  instances  where  it  can  be  prede- 
termined how  much,  if  any,  expansion  must  be  allowed  for, 
such   provision   being   made   at   the   time   of   installing   the 
equipment. 

904.  This  type  of  case  should  never  be  used  for  customers' 
indexes,  sales  records,  mailing  lists,  or  other  records  of  simi- 
lar character  of  cumulative  nature. 


190 


INDEXING    AND    FILING 


905.  HORIZONTAL  UNITS.     Filing  equipment  of  this  type  of 
construction  can  be  obtained  in  a  variety  of  sizes  and  combina- 
tions, allowing  for  the  housing  of  card  indexes,  checks,  in- 
voices, correspondence,  legal  papers,  or  other  material,  in  the 
same  stack. 

906.  In  many  of  the  smaller  establishments  combination 
horizontal  stacks  can  be  used  advantageously,  because  of  the 
limited  amount  of  any  one  class  of  material  to  be  filed,  all  of 
the  records  involved  being  handled  by  one  or  two  individuals. 

907.  Small  combination  stacks  can  be  satisfactorily  used 
by  executives,  to  contain  records  constantly  referred  to  in 
connection  with  their  work. 

908.  For  the  housing  of  cards  on  which  changes  and  addi- 
tions are  constantly  being  made,  such  as  sales,  quotations,  and 
similar  records,  the  horizontal  unit  with  the  removable  drawer 
or  tray  not  exceeding  15  or  16  inches  in  depth  will  be  found 
the  most  serviceable. 

909.  Card  index  trays  exceeding  16  inches  in  depth  are 
usually  made  up  with  two  or  more  rows  of  cards  to  the  drawer 
or  tray,  the  trays  necessarily  being  of  heavier  construction, 
requiring  extension  slides  to  sustain  the  weight  of  the  drawer 
and  its  contents. 

910.  Such  trays  present  difficulties  in  handling,   due  to 
their  weight  and  the  amount  of  table  space  they  require  when 
removed  from  the  cabinets  to  be  used,  which  render  them 
unsatisfactory  in  many  cases. 


FILING    EQUIPMENT 


191 


91 1.  VERTICAL  UNITS.     These  can  be  obtained  in  practically 
the  same  variety  of  sizes  and  combinations  as  the  horizontal 
units,    the   vertical   units   containing   a    greater   number   of 
drawers  per  section  than  the  horizontal. 

912.  Regardless  of  the  nature  or  size  of  the  records  filed, 
all  vertical  units  of  a  given  make  are  of  uniform  height  and 
depth,  usually  50  to  53  inches  high  and  25  to  27  inches  deep. 

913.  Correspondence  and  legal  size  vertical  files  are  regu- 
larly built  four  drawers  to  the  unit,  one  above  the  other,  each 
drawer  having  a  capacity  of  approximately  5,000  sheets  of 
paper  per  drawer  (24  inches  deep  inside),  allowing  for  guides 
and  folders. 


192 


INDEXING    AND    FILING 


914.  While  some  correspondence  and  legal  size  files  are 
made  five  drawers  high,  they  are  not  satisfactory  as  the  top 
drawer  is  too  high  for  an  average  operator  to  work  with  com- 
fort without  standing  upon  a  stool,  which  means  lost  time. 

915.  Card  index  sizes  of  vertical  units  vary  as  to  the  num- 
ber of  drawers  per  unit  according  to  the  size  of  the  card  to  be 
filed,  the  average  being  six  drawers  of  cards  5x8  inches,  eight 
drawers  of  cards  4x6  inches,  and  ten  drawers  of  cards  3x5 
inches,  allowing  for  two  or  more  rows  of  cards  per  drawer, 
each   row  accommodating  approximately   2,000   light-weight 
(7  to  iy^  points  thick)  cards  per  row. 


916.  All  vertical  file  drawers  that  are  over  16  inches  deep 
should  be  equipped  with  extension  slides  having  either  roller 
or  ball-bearing  fittings. 

917.  The  test  of  the  operation  of  a  file  drawer  is  not  a 


FILING  EQUIPMENT  193 

question  of  how  easily  it  will  open  of  close  when  empty,  but 
how  easily  it  can  be  handled  when  it  is  loaded  to  its  average 
working  capacity. 

918.  The  contents  of  a  correspondence  file  drawer  will 
weigh  from  60  to  75  pounds.    A  drawer  properly  constructed 
will  operate  more  easily  under  this  load  than  when  empty. 

919.  In  the  majority  of  high-grade  cabinets  the  drawers  of 
the  same  size  are  interchangeable,  but  occasionally  a  drawer 
will  not  operate  satisfactorily  out  of  its  original  place. 

920.  Shifting  of  the  drawers  about  in  a  filing  cabinet  is 
usually  due  to  an  effort  to  save  time  in  connection  with  trans- 
ferring or  rearrangement  of  material  in  the  files. 

921.  Before  changing  any  drawers  around  in  the  cabinets, 
each  drawer  should  be  numbered  consecutively,  starting  with 
the  top  drawer  at  the  left  and  going  down,  and  then  taking 
the  top  drawer  of  the  next  row  or  unit,  etc. 

922.  The  corresponding  number  should  be  marked  on  the 
inside  of  the  frame  of  the  unit  opposite  the  drawer,  which  will 
permit  of  the  drawers  being  returned  to  their  original  places 
in  case  they  do  not  fit  satisfactorily  when  shifted  around. 

923.  The  question  of  wood  or  steel  cabinets  is  largely  a 
matter  of  preference,  depending  upon  individual  conditions, 
each  having  its  advocates. 

924.  SIZES    OF    CABINETS.     There    is    a    decided    lack    of 
standards  in  the  sizes  of  filing  cabinets,  not  only  between 
different  manufacturers  of  equipment  but  in  the  product  of 
any  one  manufacturer,  in  which  it  is  not  unusual  to  find 
variations  in  the  sizes  of  different  types  of  cabinets  all  in- 
tended for  the  filing  of  the  same-sized  material. 

925.  In  some  instances  these  variations  are  so  slight  as  to 
be  negligible;  in  others  there  is  enough  difference  to  make  it 
impossible  to  use  the  same  filing  equipment  in  two  different 
cabinets. 


194 


INDEXING    AND    FILING 


926.  Owing  to  these  differences  it  has  been  found  imprac- 
ticable to  list  the  exact  sizes  of  the  file  drawer  in  the  follow- 
ing tabulations  of  sizes,  the  maximum  size  of  the  material  that 
can  be  filed  in  the  drawer  being  given  instead,  allowing  for  the 
over-all  height  of  the  guides  (including  tab)   in  card  index 
and  vertical  file  drawers. 

927.  The  following  tabulations  of  sizes  of  the  various  styles 
of  cabinets  carried  by  different  manufacturers  represent  the 
maximum  sizes  that  can  be  filed  as  indicated  in  §  926.    While 
these  sizes  have  been  verified  with  the  latest  obtainable  cata- 
logs as  well  as  by  direct  communication,  with  the  various 
manufacturers  listed,  the  question  of  such  sizes  should  be 
taken  up  direct  with  the  individual  manufacturer  as  to  exact 
measurements. 

KEY  TO  TABULATIONS 

FILING  EQUIPMENT 

S — Solid  cases  as  described  in  §§  901  a,  903,  904. 
H — Horizontal  units  as  described  in  §§  901  b,  905  to  910. 
V — Vertical  units  as  described  in  §§  901  c,  911  to  923. 
T — Transfer  boxes  or  drawers. 


MANUFACTURERS 
No.  Name 

1  Library  Bureau 

2  Globe-Wernicke  Co. 

3  Amberg  File  &  Irdex  Co. 

4  Browne-Morse  Co. 

5  Yawman  &  Erbe 

6  Macey  Co. 

7  Shaw-Walker  Co. 

8  Wabash  Cabinet  Co. 

9  Art  Metal  Construction  Co. 

10  Fire  Proof  Furniture  &  Const.  Co 

11  0.  M.  Edwards  Co. 

12  General  Fireproofing  Co. 

13  Baker-Vawter  Co. 


Class  of  Equipment 
Wood  and  steel 


Wood  only 
Wood  and  steel 


Steel  only 


FILING    EQUIPMENT 


195 


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928.  SIZES  OF  CARDS.    In  specifying  the  size  of  a  card  the 
height  should  always  be  given  as  the  first  dimension  and  the 
width  as  the  second  dimension. 

929.  While  there  are  many  instances  of  large-size  cards 
being  used  for  record  purposes,  the  maximum  size  classed  in 
the  card  index  sizes  does  not  exceed  8  inches  in  height  or 
width. 

930.  When  cards  of  the  larger  sizes  are  used,  it  is  cus- 
tomary to  designate  such  sizes  by  the  style  or  size  of  the  file 
into  which  they  will  fit,  i.e.,  a  card  9y2  x  11%  inches  would 
be  described  as  a  correspondence-size  card,  or  one  measuring 
10  x  15  inches  as  a  legal-size  card. 

931.  Due  to   the   fact   that   there   are   two   standards   of 
measuring  cards,  inch  and  metric,  care  should  be  taken  to  see 
that  the  two  sizes  are  not  mixed  in  the  same  set  of  cards  or 
records.     Whichever  size  is  adopted  should  be  maintained 
throughout  the  file. 

932.  This  feature  will  be  readily  noticed,  as  the  inch-size 
cards  are  usually  a  trifle  larger  than  their  metric  equivalents, 
the  mixing  of  the  two  sizes  materially  decreasing  the  efficiency 
of  the  files. 

933.  The  following  list  of  sizes  shows  both  the  inch  size 
and  the  nearest  metric  equivalent  in  centimeters,  if  any : 

CARD  INCH  SIZES  CENTIMETERS 

High          Wide  High  Wide 

Index,  half-size            3                214                      7.5  5.8 

Index,  bank                                                              6.5  10 

Index                            3                5                          7.5  12.5 

46  10  15 

58  12.5  20 

6                4  15  10 

85  20  12.5 

In  the  following  illustration  the  inch  sizes  are  indicated  by 
solid  lines  and  the  metric  sizes  by  dotted  lines. 


FILING    EQUIPMENT 


205 


STANDARD   SIZES     OF     INDEX     CARDS 

DOTTED     LINKS      INDICATE       NEAREST      METRIC       STANDARD 


934.  SIZES  OF  FOLDERS.     Before  ordering  special  folders  or 
large-size  cards,  the  size  should  be  checked  against  the  sizes  of 
the  cabinets  available  for  the  filing  of  such  folders  or  cards, 
so  as  to  avoid  the  necessity  of  ordering  cabinets  made  to  order 
because  the  folder  or  card  has  been  made  up  in  a  freak  size. 
(See  §  927.) 

Glossary  of  Filing  Supplies 

935.  ALPHA-MERICAL.     An  alphabetically  arranged  corre- 
spondence-size  file   using   partly   single    and    partly    duplex 
designations  of  the  alphabetic  divisions  on  the  tabs  of  the 
guides  which  are  alternated  in  the  first  two  positions  at  the 
extreme  left,  followed  by  a  colored  miscellaneous  folder  for 
each  alphabetic  division,  tabbed  in  a  third  position;  the  tabs 
of  the  individual  folders  occupying  the  balance  of  the  width 
of  the  file  at  the  right  (approximately  half  of  the  width). 

936.  This  file  can  be  operated  as  a  direct  alphabetic  file  as 
described  in  §  312,  or  as  an  alphabetic-numeric  file  as  described 
in  §§  337  to  341.     (Wabash  Cabinet  Co.) 


206  INDEXING    AND    FILING 

937.  AUTOMATIC  (Patented).     An  alphabetic-numeric  sys- 
tem described  in  §§  348  to  363,  operating  as  a  two-name  sys- 
tem,   using   single    designation   of   the    alphabetic    divisions, 
followed  by  the  automatic  checking  number  as  a  check  on  the 
correct  filing  of  the  material. 

938.  This  system  can  be  used  for  correspondence,  credits, 
invoices,  and  legal  papers.     It  is  also  adapted  to  card  index 
and  card  ledger  work,  the  arrangement  of  the  guides  being 
modified  to  meet  the  requirements.     (Library  Bureau.) 

939.  BEST'S  FILING  SYSTEM  (Patented).    A  filing  system 
for  cards  only,  involving  the  use  of  special  trays  and  cards, 
the  trays  having  wire  rods  running  from  front  to  back  of 
the  tray,  which  is  of  sufficient  width  to  permit  of  offsetting 
the  cards  so  that  the  titles  of  six  or  eight  cards  are  visible, 
it  being  necessary  to  move  these  cards  before  the  succeeding 
set  is  visible. 

940.  Each  card  has  a  series  of  fingers  or  elongated  tab  pro- 
jections at  the  bottom  which  straddle  the  rods  at  any  position 
the  card  is  placed,  insuring  the  maintenance  of  the  offset  posi- 
tion.    (Best  Index  Co.) 

941.  DIRECT  ALPHABETIC.     A  direct  alphabetic  file  for  cor- 
respondence, invoices,  credits,  legal-size  papers,  using  single 
alphabetic  designations  on  the  tabs  of  the  guides  and  miscel- 
laneous folders,  the  tabs  of  the  guides  alternated  in  the  first 
three  positions,  with  the  miscellaneous  folders-  tabbed  at  the 
extreme  right,  the  individual  folder  being  tabbed  in  a  position 
between  the  guides  and  the  miscellaneous  folders  as  shown  in 
§  312. 

942.  The  guides  and  miscellaneous  folders  are  numbered 
as  described  in  §§  337  to  341  and  can  be  used  as  an  alphabetic- 
numeric  file  to  the  extent  indicated  in  the  sections  mentioned. 
(Library  Bureau.) 

943.  DIRECT  NAME.  An  alphabetic  correspondence  file  using 
duplex  designations  of  the  alphabetic  divisions  on  the  tabs 


FILING    EQUIPMENT  207 

of  the  guides  and  miscellaneous  folders,  the  miscellaneous 
folders  being  tabbed  in  the  first  position  tab  of  a  sixth  cut,  the 
guides  tabbed  alternately  in  the  second  and  third  positions, 
with  the  individual  folders  tabbed  so  that  the  tab  occupies  the 
balance  of  the  width  of  the  file. 

944.  This  file  can  be  operated  as  an  alphabetic  file  as  de- 
scribed in  §  312,  or  as  an  alphabetic-numeric  file  as  described 
in  §§  337  to  341.    (Yawman  &  Erbe  Manufacturing  Co.) 

945.  ECONOMY  INDEX.     A  direct  alphabetic  filing  system 
for  correspondence,  with  single  alphabetic  designations  printed 
on  the  tabs  of  the  guides,  expansive  in  the  following  manner : 

946.  Initial  installation  of  guides  consists  of  a  25-division 
alphabetic  set  all  tabbed  in  the  first  position  at  the  left ;  addi- 
tional guides  tabbed  in  the  second  position  are  used  to  divide 
the  material  behind  the  first  guide  according  to  the  second 
letter  of  the  name  or  word. 

947.  If  additional  divisions  are  required  they  are  obtained 
by  inserting  a  third  series  of  guides  tabbed  in  a  third  and  dis- 
tinct position  according  to  the  third  letter  in  the  name  or 
word. 

948.  Individual  and  miscellaneous  folders  are  tabbed  at  the 
extreme  right  in  the  same  positions,  distinguished  by  the  color 
of  the  folders  and  printed  designation  on  the  miscellaneous 
folders.     (General  Fireproofing  Co.) 

949.  EXPANDEX   (Patented).     Analphabetic  arrangement 
of  guides  for  index  cards  expansive  in  the  following  manner : 
Primary  guides  for  the  main  alphabetic  divisions  are  tabbed 
in  the  first  position  at  the  left ;  secondary  guides  are  inserted 
at  points  showing  congestion,  dividing  according  to  the  vowels, 
or  if  necessary  by  vowels  and  consonants. 

950.  If  additional  divisions  are  required,  special  surname 
guides  are  inserted,  all  tabbed  at  the  extreme  right,  the  ma- 
terial behind  each  of  these  guides  being  subdivided  by  means 
of  initial  guides.     (Shaw-Walker  Co.) 


208  INDEXING    AND    FILING 

951.  GRAVITY  INDEX  (Patented).     A  visible  card  system 
using  special  cards  of  uniform  size,  arranged  in  frames  or 
panels  having  flanges  on  each  side  which  hold  the  cards  in  the 
frame,  while  tongues  or  cuts  in  each  card  hold  the  card  above 
it  in  position  so  that  the  top  line  or  space  on  every  card  is 
exposed  to  view. 

952.  Additional  cards  can  be  inserted  at  any  point  desired 
up  to  the  capacity  of  each  frame,  new  frames  being  added  as 
required.     The   frames  are  mounted  either  on  a  revolving 
pedestal  or  a  wall  bracket  as  described  in  §  112.     (Gravity 
Visible  Index  Co.) 

953.  HAINES  COMMODITY  INDEX  (Patents  pending).     An 
alphabetically   arranged  index  of   953   guides  for  use  with 
5x8  inch  specially  printed  cards,  developed  for  the  handling 
of  the  records  of  railroad  offices,  dealing  with  the  correspon- 
dence and  records  pertaining  to  *  *  over  and  short  freight. ' ' 

954.  The  same  set  of  guides  is  used  in  each  instance,  the 
ruling  and  printing  of  the  index  cards  varying  according  to 
the  nature  of  the  record  involved,  e.g.,  station  over  and  short 
freight  index,   loss   and   damage   bureau   index,   over  ware- 
house freight  index,  station  correspondence  index,  traffic  de- 
partment correspondence  index,  purchasing  department  price 
index.     (Haines  Commodity  Index  Co.) 

955.  IDEAL  INDEX.    An  alphabetic  file  for  correspondence, 
using  partly  single  and  partly  duplex  designations  of  the  al- 
phabetic divisions  on  the  tabs  of  the  guides  which  are  alter- 
nated in  the  first  two  positions  at  the  extreme  left,  followed 
by  a  colored  miscellaneous  folder  for  each  division  tabbed  in 
a  third  position,  the  individual  folder  tabs  occupying  the  bal- 
ance of  the  width  of  the  file  at  the  right  (approximately  half 
the  width  of  the  file). 

956.  This  file  can  be  operated  as  an  alphabetic  file  as  de- 
scribed in  §  312,  or  as  an  alphabetic-numeric  file  as  described 
in  §§  337  to  341.     (Shaw- Walker  Co.) 


FILING    EQUIPMENT  209 

957.  INDEX  VISIBLE    (Patented).     A  visible  card  system 
using  special  cards  of  uniform  size,  arranged  in  frames  or 
panels  by  means  of  tongues  or  cuts  in  the  cards  engaging  a 
strip  running  from  top  to  bottom  in  the  center  of  each  panel. 
These  tongues  or  cuts  interlock  so  that  the  top  line  or  space 
of  each  card  is  exposed  to  view,  the  balance  of  the  material 
recorded  on  the  card  being  consulted  by  pulling  the  cards  in 
front  of  it  out  of  the  way  so  as  to  obtain  a  view  of  that  card. 

958.  Additional  cards  can  be  inserted  at  any  point  desired 
up  to  the  capacity  of  each  frame,  new  frames  being  added  as 
required.      The   frames   are  mounted   either   on   a   revolving 
pedestal  or  a  wall  bracket  as  described  in  §   112.      (Index 
Visible,  Inc.) 

959.  LEADER.     An    alphabetic    correspondence    file    with 
either  duplex  or  multiple  alphabetic  designations  printed  on 
the  tabs  of  the  guides  which  are  arranged  alternately  in  the 
third,  fourth,  and  fifth  positions,  with  guides  for  special  names 
or  subjects  tabbed  at  the  extreme  left,  the  tab  equal  to  the 
first  and  second  positions  of  fifth-cut  guides. 

960.  All  folders,  including  tabbing,  are  less  in  height  than 
the  body  size  of  the  guide,  the  miscellaneous  folders  being 
tabbed  in  the  first  position  of  a  fifth  cut,  the  tabbing  of  the 
individual  folders  being  equal  to  two  fifth-cut  tabs,  arranged 
so  that  the  tabs  fall  in  alternate  positions  to  the  right  of  the 
miscellaneous  folder. 

961.  "Alno"  type  of  this  equipment  carries  duplex  desig- 
nations of  the  alphabetic  divisions  on  the  tabs  of  guides  and 
miscellaneous  folders,  without  any  numbering  of  the  guides. 

962.  "Marno"  type  carries  multiple  designations  of  the 
alphabetic  divisions  on  the  tabs  of  the  guides  and  miscel- 
laneous folders    (i.e.,  on  one  guide  would  appear  "ALLF- 
ALLZ     ALM-ALO"),  the  guides  and  miscellaneous  folders 
being  numbered  consecutively,  allowing  for  the  operation  of 
this  type  as  an  alphabetic-numeric  file  as  described  in  §§  337 


210  INDEXING    AND    FILING 

to  341,  the  arrangement  of  guides  and  folders  being  the  same 
in  both  types.     (Amberg  File  &  Index  Co.) 

963.  LIBRARY  BUREAU  VISIBLE  INDEX  (Patented).    An  ar- 
rangement of  cards  or  strips  of  uniform  width,  varying  in 
height  according  to  the  amount  of  material  to  be  recorded,  all 
portions  of  such  cards  or  strips  being  entirely  visible. 

964.  Strips  are  made  up  in  card  form,  being  cut  apart 
after  they  are  written  (typewritten  or  handwritten),  and  in- 
serted in  their  proper  sequence  in  the  metal  frames  or  panels. 
The  flanges  on  each  side  hold  the  strips  in  place,  and  all  strips 
in  a  frame  are  covered  with  sheets  of  transparent  celluloid 
to  protect  them  from  being  soiled  or  injured. 

965.  Additional  strips  can  be  inserted  at  any  point  desired 
up  to  the  capacity  of  each  frame,  new  frames  being  added  as 
required.     The  frames  are  mounted  either  on  a  revolving 
pedestal  or  a  wall  bracket  as  described  in  §  112.     (Library 
Bureau.) 

966.  MECHA   MEMO.     An   alphabetically   arranged   corre- 
spondence or  letter  size  file,  all  guides  tabbed  in  one  position 
at  the  extreme  left  of  the  file,  the  folders  (straight-edge)  be- 
ing printed  along  the  top  edge  of  the  back  flap  with  numbers 
from  1  to  31  inclusive  for  the  days  of  the  month,  signals  being 
used  to  indicate  the  follow-up  date  in  the  same  manner  as 
described  in  §§  80  to  82.     (Boston  Card  Index  Co.) 

967.  NATURAL    INDEX.      An    alphabetic    arrangement    of 
guides  for  index  cards,  all  primary  guides  for  the  main  divi- 
sions of  the  alphabet  being  tabbed  in  the  first  position  at  the 
left.     The  method  of  providing  for  expansion  varies  in  dif- 
ferent lists  and  frequently  in  the  same  list. 

968.  The  first  expansion  of  the  index  is  obtained  by  the 
use  of  secondary  guides  (9  or  26)  covering  the  second  letter  of 
the  name  or  word  if  the  primary  guide  carried  only  one-letter 
designations;  or  if  two-letter  designations  were  used  on  the 
primary  guides,  then  the  secondary  guide  represents  the  third 


FILING    EQUIPMENT  211 

letter  of  the  name  or  word,  these  secondary  guides  being  tabbed 
in  staggered  positions  exclusive  of  the  first  position. 

969.  In  large  lists  where  the  common  names  such  as  Baker, 
Brown,  Burns,  Smith,  etc.,  run  into  volume,  such  surnames 
are  printed  in  full  on  the  primary  guide,  the  secondary  guides 
being  used  to  separate  the  given  names  or  initials. 

970.  Congested  sections  of  the  index  are  provided  for  by 
means  of  a  tertiary  set  of  guides  (9  or  26),  dividing  the  ma- 
terial by  the  next  succeeding  letter  of  the  name  or  word  not 
covered  by  the  secondary  guide,  these  tertiary  guides  being 
distinguished  by  the  color;  the  tabbing  and  arrangement  being 
the  same  as  the  secondary  guides.     (Wabash  Cabinet  Co.) 

971.  NUMERALPHA.     An  alphabetic-numeric   file   for  cor- 
respondence of  the  type  described  in  §§  342  to  345,  using 
duplex  designations  of  the  alphabetic  divisions  on  the  tabs  of 
the  guides  which  are  alternated  in  the  first  two  positions  of 
sixth-cut  guides,  with  each  guide  numbered  consecutively  from 
the  beginning  to  the  end  of  the  set. 

972.  Miscellaneous  folders  are  tabbed  in  the  third  position, 
carrying  only  the  numeric  designation  assigned  to  the  cor- 
responding guide. 

973.  Individual  folders  are  tabbed  in  staggered  positions 
to  the  right  of  the  tabs  of  miscellaneous  folders,  the  designa- 
tion on  the  tab  being  only  the  number,  the  folder  numbers 
starting  behind  each  guide  with  number  1,  the  name  being 
registered  on  the  guide.     (Roneo  Co.) 

974.  PERPETUAL.     An  alphabetic  file  for  correspondence 
or  legal  size  papers  with  single  alphabetic  designations  printed 
on  the  tabs  of  the  primary  guides,  expansive  in  the  following 
manner : 

975.  Original  installation  of  guides  consists  of  a  set  of 
primary  guides  all  tabbed  in  the  first  position  of  a  fifth  cut, 
ranging  from  27  to  400  guides  per  set. 


212  INDEXING    AND    FILING 

976.  As  additional  divisions  are  required  they  are  obtained 
by  inserting  secondary  guides  tabbed  in  the  second  position, 
so  as  to  divide  the  material  according  to  the  second  letter  of 
the  name  or  word. 

977.  Congested  sections  of  the  file  are  provided  for  by  the 
use  of  a  tertiary  set  of  guides  tabbed  in  the  third  position, 
dividing  the  material  behind  a  secondary  guide  according  to 
the  third  letter  of  the  name  or  word. 

978.  Individual  and  miscellaneous  folders  are  tabbed  at 
the  extreme  right  in  the  same  positions,  being  distinguished 
by  the  color  of  the  folders  and  the  printed  designations  on 
the  miscellaneous  folders.     (Macey  Co.) 

979.  RAND  VISIBLE  INDEX  (Patented) — STRIP  TYPE.     An 
arrangement  of  strips  of  uniform  width,  varying  in  height 
according  to  the  amount  of  material  to  be  recorded,  such  strips 
being  held  in  place  by  flanges  on  each  side  of  the  frame  or 
panel,  so  that  all  portions  are  visible  when  they  are  inserted. 

980.  These  strips  are  mounted  on  flat  tapes  to  permit  of 
their  insertion  in  the  typewriter,  being  detached  from  the 
tapes  after  the  strip  is  written. 

981.  Additional  strips  can  be  inserted  at  any  point  desired 
up  to  the  capacity  of  the  frame,  new  frames  being  added  as 
required,  the  frames  being  mounted  either  on  a  revolving 
pedestal  or  a  wall  bracket  as  described  in  §  112. 

982.  RAND  VISIBLE  INDEX  (Patented) — TUBE  TYPE.    This 
is  the  same  in  principle  and  operation  as  the  strip  type,  the 
heavy  card  strips  being  replaced  by  transparent   celluloid 
tubes,  in  which  thin  paper  strips  are  inserted  after  being 
typewritten  in  sheet  form  and  torn  apart  at  the  perforations. 

983.  Each  frame  is  filled  to  its  capacity  with  tubes,  and  the 
paper  strips  are  inserted  at  any  point,  the  tubes  being  shifted 
and  new  frames  being  added  as  required,  these  latter  being 
mounted  on  a  pedestal  or  a  wall  bracket  as  described  in  §  112. 


FILING    EQUIPMENT  213 

984.  RAND  VISIBLE  INDEX  (Patented) — OVERLAPPING  CARD 
TYPE.     A  visible  card  system  using  special  cards  of  uniform 
size,  arranged  in  frames  or  panels  by  means  of  a  hinged  strip 
at  the  top  of  each  card.     This  strip  is  of  sufficient  width  to 
engage  in  the  flanges  on  each  side  of  the  panel  or  frame,  and 
each  card  overlaps  the  next  so  that  only  a  small  space  or  line 
of  writing  at  the  bottom  of  each  card  is  visible,  it  being  neces- 
sary to  raise  the  overlapping  cards  to  consult  the  balance  of 
the  material  recorded  on  a  given  card. 

985.  Additional   cards   can   be   inserted   as   described   in 
§  984,  the  frames  being  mounted  as  described  in  §  112. 

986.  RAND     VISIBLE     INDEX     (Patented) — OVERLAPPING 
POCKET  TYPE.     A  visible  card  system  using  special  hinged 
pockets,  the  lower  portion  of  each  pocket  being  of  transparent 
celluloid.    These  pockets  are  inserted  in  the  frames  in  the  same 
manner  as  the  overlapping  card,  and  plain  or  printed  cards 
are  placed  in  them,  the  bottom  line  of  writing  on  each  card 
being  visible.    The  cards  are  removable  without  detaching  the 
hinged  pocket  from  the  frame. 

987.  Additional  pockets  can  be  inserted  in  the  same  manner 
as  the  overlapping  cards,  the  frames  being  mounted  as  de- 
scribed in  §  112.     (The  Rand  Company.) 

988.  SAFE  GUARD.    An  alphabetic  file  for  correspondence, 
using  partly  single  and  partly  duplex  designations  of  the 
alphabetic  divisions  on  the  tabs  of  the  guides,  which  are  stag- 
gered in  the  first  three  positions  of  sixth-cut  guides. 

989.  A  miscellaneous  folder  is  provided  for  each  guide  di- 
vision, being  tabbed  in  the  same  position  as  the  guide  of  cor- 
responding designation. 

990.  The  individual  folders  are  tabbed  so  that  the  tab  oc- 
cupies the  right  half  of  the  width  of  the  file.     ( Globe- Wernicke 
Co.) 

991.  SIMPLEX.      An    alphabetic    file    for    correspondence, 


214  INDEXING    AND    FILING 

using  single  designations  of  the  alphabetic  divisions  on  the  tabs 
of  the  guides  and  miscellaneous  folders.  The  guides  alternate 
in  the  first  two  positions  with  the  miscellaneous  folder  uni- 
formly in  the  third  position  of  sixth-cut  tabs. 

992.  The  individual  folders  occupy  the  same  positions  as 
in  the  illustration  under  §  312,  the  remaining  space  at  the 
right  being  used   for  metal-tipped   guides   covering  special 
names. 

993.  This  file  can  be  operated  as  an  alphabetic  file  as  de- 
scribed in  §  312,  or  as  an  alphabetic-numeric  file  as  outlined 
in  §§  337  to  341.     (Browne-Morse  Co.) 

994.  SIMPLIFIED.     An  alphabetic  file  for  correspondence, 
using  single  designations  of  the  alphabetic  divisions  on  the 
tabs  of  the  guides  and  miscellaneous   folders.     The   guides 
alternate  in  the  first  two  positions,  with  the  miscellaneous 
folders  uniformly  in  the  third  position  of  sixth-cut  tabs. 

995.  The  individual  folders  are  all  tabbed  in  one  position, 
the  tab  occupying  the  right  half  of  the  width  of  the  file.    (Gen- 
eral Fireproofing  Co.;  also  Boston  Card  Index  Co.) 

996.  TWIN  INDEX  (Patented).    An  alphabetically  arranged 
correspondence  file,  using  duplex  designations  of  the  alpha- 
betic divisions  on  the  tabs  of  the  guides  and  miscellaneous 
folders.     The  guides  are  tabbed  (metal  tip)  so  that  they  al- 
ternate in  two  positions  in  the  center  of  the  width  of  the  file, 
with  the  miscellaneous  folder  tabbing  to  the  left  of  the  first 
guide. 

997.  Individual  folders  each  have  two  tabs  placed  at  the 
ends  of  the  folder,  the  left  tab  used  for  the  name  or  subject 
and  the  right  tab  for  the  address  or  location. 

998.  The  guides  and  miscellaneous  folders  are  numbered 
as  described  in  §§  337  to  341,  and  can  be  used  as  an  alpha- 
betic-numeric file  to  the  extent  indicated  in  the  sections  men- 
tioned.    (Art  Metal  Construction  Co.) 


CHAPTER  XXVI 
FILING  IN  LAWYERS'  OFFICES 

999.  In  the  filing  of  legal  papers  the  basic  unit  is  the 
client;  all  other  individuals,  concerns,  property,  etc.,  being 
treated  as  subordinate  to  the  client. 

1000.  While  it  is  possible  to  file  alphabetically  by  the  name 
of  the  client,  using  separate  folders  for  each  case  or  matter 
handled,  it  will  be  found  more  satisfactory  to  file  all  papers 
under  one  of  the  forms  of  numeric  system,  with  a  card  index 
alphabetically  arranged  which  allows  for  the  cross-indexing. 

1001.  When  a  straight  numeric  system  is  used,  assigning 
a  number  in  consecutive  order  to  each  case  or  matter  handled, 
the  objection  lies  in  the  fact  that  the  various  cases  or  matters 
handled  for  any  particular  client  are  scattered  through  the 
files,  the  number  of  intervening  cases  depending  upon  the  time 
elapsing  between  the  receipt  of  one  case  and  the  next  from 
the  same  client,  as  well  as  the  number  of  cases  received  from 
other  clients  in  the  meantime. 

1002.  By   using  the   primary   and   secondary   or  duplex 
numeric  system  (see  §§  159-163,  432-433),  the  primary  num- 
ber can  be  used  to  designate  the  client,  each  case  or  matter 
handled   for  that   particular   client  being  indicated  by  the 
secondary  number,  permitting  the  grouping  of  the  records  per- 
taining to  a  given  client  and  his  affairs  in  one  place. 

Indexing 

1003.  The  first  thing  to  be  done  is  the  establishment  of  the 
index  which  can  be  handled  in  most  instances  on  3  x  5  inch 
cards,  either  with  the  correspondence  index  ruling  (as  shown 

215 


2l6 


INDEXING    AND    FILING 


on  the  card  forms  appearing  in  this  chapter),  or  specially 
ruled  and  printed  if  the  nature  and  amount  of  the  indexing 
make  it  advisable. 

1004.  Certain  terms  in  common  use  in  the  legal  profession 
are  used  in  the  indexing  of  legal  papers  in  the  following 
manner : 

1005.  VERSUS  or  its  abbreviation  Vs.  is  used  in  the  re- 
cording of  a  case  between  the  names  of  the  plaintiff  and  the 
defendant,  the  latter  terms  being  dropped  in  indexing.    When 
versus  or  vs.  is  used  it  follows  the  name  of  the  plaintiff  and 
precedes  that  of  the  defendant,  the  names  being  inverted  as  in 
any  other  form  of  alphabetical  index,  e.g. : 

Adams,  Charles  F.  vs.  George  E.  Bradley 

1006.  If  Charles  F.  Adams  is  the  first  client,  the  number  1 
file  is  assigned  to  him.     The  first  case  being  an  action  to  be 
brought  against  George  E.  Bradley,  is  indexed  as  follows: 


Adams,  Charles  F. 

1 

100  Broadway,  New  York. 

vs. 

George  2.  Bradley 

1-1 

1007.  ADVERSUS,  AD  Vs.,  or  ADS.  In  order  to  cross-index 
properly,  distinguishing  between  the  plaintiff  and  the  de- 
fendant, one  of  these  terms  is  used  whenever  it  becomes  neces- 
sary to  name  the  defendant  before  the  plaintiff.  In  cross- 
indexing,  the  card  is  written  as  shown  in  the  first  illustration 
on  page  217. 


1008.     The  fact  that  Bradley  is  not  a  client  is  indicated  by 


FILING    IN    LAWYERS'     OFFICES 


217 


the  absence  of  a  client's  number  in  the  upper  right-hand  cor- 
ner of  the  index  card. 


Bradley,    George  E. 


Ill  Fifth  Avenue,   New  York, 
ads.   Charles  F.    Adams 


1-1 


1009.  If  the  next  case  received  from  the  client,  Charles 
F.  Adams,  is  one  in  which  he  figures  as  a  defendant,  with 
Herbert  E.  Price  as  the  plaintiff,  an  additional  entry  is  made 
on  the  index  card  for  Adams,  which  would  then  read : 


Adams,    Charles  F. 


100  Broadway,   New  York. 


vs.   George  E.  Bradley 
ads.   Herbert  S.  Price 


1-1 
1-2 


1010.     The  cross-index  card  covering  the  plaintiff,  Price, 
is  made  out,  reading : 


'rice,   Herbert  2. 


949  Broadway,  New  York. 
vs.  Charles  7.  Adams 


1-2 


2l8  INDEXING    AND     FILING 

ion.  IN  RE,  or  the  shorter  equivalent  RE,  is  used  in  con- 
nection with  matters  that  do  not  involve  actions  being  brought 
in  court,  such  as  the  drawing  of  contracts,  deeds,  wills,  con- 
sultations, etc. 

10 1 2.  To  illustrate — the  next  matter  to  be  handled  for  the 
client,  Charles  F.  Adams,  is  in  connection  with  a  piece  of 
farm  property,  a  third  entry  being  made  on  the  Adams  index 
card: 


Adams,  Charles  F. 

1 

100  Broadway,  New  York. 

vs. 

George  3.  Bradley 

1-1 

ads. 

Herbert  E.  Price 

1-2 

re 

—__-»—  —  • 

"Berkshire  Farm" 
•  -—  --  ~  

1-3 

1013.  Ordinarily  no  cross-index  card  would  be  required 
for  this  item,  as  the  possibility  of  a  question  regarding  the 
farm  coming  up  without  involving  the  name  of  the  client 
would  be  remote.    If  for  any  reason  it  was  considered  desir- 
able to  cross-index  such  items,  the  card  would  be  made  out 
with  the  title  "Berkshire  Farm"   and  filed  in  its  proper 
sequence  in  the  B  section  of  the  index. 

1014.  On  the  other  hand,  if  the  consultation  related  to 
some  individual  or  organization  in  which  the  client  was  in- 
terested, it  would  be  advisable  to  cross-index  under  the  name 
of  the  individual  or  organization  involved,  at  the  same  time 
adding  the  item  to  the  index  card  of  the  client ;  e.g.,  a  con- 
sultation relating  to  the  Western  Foundry  Company  would 
be  indexed: 


FILING    IN    LAWYERS'    OFFICES 


219 


Western 

Foundry  Co. 

• 

See 

Charles  F.  Adams 

1-4 

Adams,  Charles  F. 

1 

10O  Broadway,  New  York. 

vs. 

ads. 

George  "Z.  Bradley 
Herbert  E.  Price 

1-1 
1-2 

re 

"Berkshire  Farm" 

1-3 

re 

Western  Foundry  Co. 

1-4 

1015.  ET  AL.     This  term  is  used  as  a  short  abbreviation 
to  cover  a  number  of  individuals  jointly  involved  as  plaintiffs 
or  defendants  in  an  action,  the  term  "et  al."  following  the 
name  of  the  principal  person  or  organization  involved. 

10 16.  An  action  entered  for  a  client,  Edward  F.  Barker, 
against  Frederick  D.  Jones,  Anna  B.  Jones,  and  a  number  of 
other  defendants,  would  be  indexed : 


Barker,  Edward  F. 


17  Maiden  Lane,  New  York, 
vs.  Fredk  D.  Jones,  Anna  B.  Jones,  et  al 


2-1 


Jones,  Fredk  D.  *  Anna  B, 


284  Columbus  Avenue,  New  York, 
ads.  Edward  F.  Barker 


2-1 


1017.     In   some   instances   the   number   of   cases   or   items 
handled  for  a  client  cannot  be  contained  on  one  index  card,  in 


22O 


INDEXING    AND    FILING 


which  event  additional  index  cards  can  be  used  in  the  manner 
described  in  §§  160,  161. 

1018.  CASES  ON  APPEAL.     "When  a  case  is  carried  from  a 
lower  to  a  higher  court  on  appeal,  it  usually  means  the  prepa- 
ration of  new  papers,  and  is  to  all  intents  and  purposes  the 
equivalent  of  a  new  case. 

1019.  From   certain   standpoints   it   will   be   found   more 
satisfactory  to  keep  all  papers  relating  to  a  case,  its  appeal, 
re-trial,  etc.,  together  in  one  location. 

1020.  This  can  be  done  by  making  an  additional  entry  on 
the  client's  card,  suffixing  a  letter  of  the  alphabet  to  the 
original  number  under  which  the  case  is  indexed,  and  insert- 
ing a  new  folder  bearing  the  same  designation  immediately 
behind  the  folder  containing  the  papers  pertaining  to  the 
original  case,  e.g. : 

1021.  In   the   case   of   Charles  F.   Adams  vs.   George  E. 
Bradley,  the  case  number  was  1-1.     If  appealed,  all  papers 
handled  in  connection  with  such  appeal   would  be  indexed 
and  filed  under  case  number  1  -  1  a,  the  index  card  being 
amended  to  read: 


Adams,  Charles  F. 


100  Broadway,  New  York. 

vs.  George  E.  Bradley  • 

ads.  Herbert  E.  Price 

re  "Berkshire  Farm" 

re  Western  Foundry  Co. 

vs.  George  E,  Bradley  (*on  appeal) 


1-1 
1  -  2 
1-3 
1  -  4 
1  -  1  A 


Bradley,   George  E. 


Ill  Fifth  Avenue,   Ne.v  vork.;?, 

ads.   Charles  F.   Adams 

ads.   Charles  F.   Adams   (on  ripper  1^- 


1    -   7 
1    -    ^ 


FILING    IN    LAWYERS'    OFFICES  221 

1022.  These  index  cards  are  filed  in  alphabetic  order  in 
card  index  trays  according  to  the  names  or  subjects  appearing 
as  the  title  or  top-line  entry  on  the  card. 

Filing  of  Papers 

1023.  Owing  to  the  fact  that  papers  are  removed  from  the 
files  and  frequently  the  entire  file  is  taken  from  the  office,  it 
is  essential  that  the  possibility  of  a  paper  being  lost  from  the 
file  be  eliminated  as  far  as  possible. 

1024.  This  can  be  accomplished  by  the  use  of  a  letter  or 
file  back  (see  §§  304,  305)  or  a  binder  folder  (see  §  24).    In 
either  case  the  paper  would  be  fastened  together,  and  would 
also  be  attached  to  the  back  or  folder. 

1025.  After  the  papers  relating  to  a  particular  case  are 
indexed,  they  are  arranged  in  chronological  order  with  the 
earliest  paper  at  the  bottom,  and  the  one  bearing  the  latest 
date  at  the  top  of  the  file  back  or  folder. 

1026.  If  the  file  back  is  used,  one  for  each  case  or  division 
of  a  case,  a  number  of  small  cases  can  be  placed  inside  of  one 
expansion  envelope,  which  would  bear  the  number  assigned  to 
the  client ;  or  if  the  papers  pertaining  to  one  case  ran  into 
volume,  the  envelope  might  only  contain  that  case. 

1027.  The  type  of  fastener  used  will  depend  to  a  certain 
extent  upon  the  volume  of  papers,  it  being  possible  to  use 
the  small  paper  fasteners  where  there  is  a  small  number  of 
papers,  while  a  more  substantial  one  is  required  when  the 
papers  run  into  volume. 

1028.  When  binder  folders  are  used  the  envelopes  can  be 
omitted,  the  files  being  handled  under  the  following  arrange- 
ment:   The  first  folder    (not  a  binder  folder)    bearing  the 
primary  number  assigned  to  the  client,  would  contain  general 
correspondence  with   or  pertaining  to  the   client,   duplicate 
copies  of  bills,  statements,  etc.,  sent  to  the  client,  bur  no  papers 
relating  to  specific  cases  or  matters  are  put  in  these  folders. 

1029.  CASE  FOLDERS.     Behind  the  client's  folder  the  papers 


222 


INDEXING    AND    FILING 


pertaining  to  the  various  cases  or  matters  handled  would  be 
filed  in  binder  folders,  one  folder  to  each  case  or  matter,  these 
folders  all  being  numbered  with  the  client's  number  followed 
by  case  number  which  would  be  assigned  in  consecutive  order. 

1030.     Taking  the  material  covering  items  handled  for  the 
client  Charles  F.  Adams,  the  folders  would  be : 


First    folder,   Charles  F.  Adams, 


No.  1 


Second 
Third 
Fourth      " 
Fifth 
Sixth 


vs.  George  E.  Bradley, 

vs.  George  E.  Bradley   (Appeal), 

ads.  Herbert  E.  Price, 

re  "Berkshire  Farm," 

re     Western  Foundry  Co., 


1-1 
1-1 
1-2 
1-3 
1-4 


1031.  GUIDES.     The  number  of  guides  required  between 
the  envelopes  or  folders  will  vary  according  to  the  volume  of 
material  covering  the  records  of  any  one  client. 

1032.  The  most  satisfactory  guide  for  legal  files  is  one  of 
pressboard,  metal-tipped,  fifths  assorted,  which  allows  for  ex- 
pansion of  case  numbers  under  the  client's  number  as  required, 
permitting  the  removal  of  the  guide  or  changing  of  the  desig- 
nation after  the  material  is  transferred. 

1033.  These  guides  can  be  used  to  advantage  in  the  fol- 
lowing manner :  first-position  tabbed  guides  exclusively  for  the 
client's  number,  the  other  four  positions  being  used  for  the 
case  numbers.     These  guides  are  inserted  as  they  are  needed, 
due  either  to  the  volume  of  the  papers  on  one  case,  or  the 
number  of  cases  received. 


FILING    IN    LAWYERS'    OFFICES 


223 


1034.  TRANSFERRING.     Cases  should  not  be  removed  from 
the  current  files  to  transfer  drawers  or  boxes,  either  complete 
or  in  part,  except  by  authority  of  the  attorney  handling  the 
case  or  the  managing1  clerk. 

1035.  At  regular  intervals — a  year,  six  months,  or  any 
other  period  that  may  seem  advisable — a  list  of  cases   (file 
numbers  and  names)   should  be  submitted  to  the  managing 
clerk  to  approve  for  transfer. 

1036.  The  care  of  transferred  papers  is  as  important  as 
the  care  of  the  current  files.    The  papers  covering  a  case  closed 
by  a  court  decision  and  transferred  on  that  basis  may  be 
required  again  on  account  of  the  case  being  reopened  by  an 
appeal  to  a  higher  court. 

1037.  The  type  of  transfer  drawer  or  box  to  be  used  will 
depend  upon  the  conditions  in  each  office  as  to  space  available 
and  amount  of  references  to  cases  after  they  are  transferred. 

1038.  MISCELLANEOUS   CORRESPONDENCE.     Outside   of  the 
legal  papers  and  correspondence  pertaining  to  the  cases,  every 
law  office  will  have  a  certain  amount  of  correspondence  of  a 
miscellaneous  character  to  be  filed,  such  as  bills  for  rent, 
telephone,  telegraph,  stationery,  towel  and  ice  service,  as  well 
as  sundry  letters  on  various  subjects. 

1039.  Provision  can  be  made  for  these  papers  by  usir^g  an 
alphabetical  file,  either  legal  or  correspondence  size,  with  mis- 
cellaneous folders  for  the  odds  and  ends,  and  individual  folders 
for  material  running  into  volume  or  of  sufficient  importance 
to  warrant  the  use  of  an  individual  folder.     (See  cut,  p.  224.) 

1040.  DIARY.     In  the  smaller  law  offices  the  lawyer's  diary 
usually  serves  several  purposes : 

(a)  As  a  tickler  covering  engagements,  cases  coming  up 

for  trial,  payments  promised  by  debtors,  bills  to  be 
paid. 

(b)  As  a  daily  record  of  services  rendered  clients,  being 

used  as  the  basis  for  rendering  bills  to  clients. 


224 


INDEXING    AND    FILING 


(See  §   1039.) 


1041.  This  may  prove  satisfactory  so  long  as  the  items  to 
be  recorded  do  not  run  into  volume,  the  service  being  per- 
formed by  a  limited  number  of  persons.     The  bound  diary 
proves  inadequate  as  the  number  of  items  to  be  recorded 
increases. 

1042.  For  the  same  reason  follow-up  work  running  into 
volume  can  be  handled  to  better  advantage  with  the  use  of  a 
card-index  tickler  as  described  in  §§  285  to  290  inclusive. 

1043.  DAY  OR  SERVICE  SLIPS.    In  the  larger  organizations, 
where  items  are  apt  to  run  into  volume,  the  requirements  are 
met  by  the  use  of  day  slips  or  daily  report  blanks,  one  or 
more  of  these  slips  being  made  out  each  day  by  each  and 
every  person  connected  with  the  office  having  anything  to  do 
with  any  case. 


FILING    IN    LAWYERS'    OFFICES 


225 


1044.  Each  entry  is  headed  with  the  title  of  the  case  or 
the  subject,  which  is  followed  by  a  detailed  report  of  what 
has  been  done  by  the  individual  in  connection  with  the  mat- 
ter, as  many  items  being  listed  on  a  sheet  as  its  capacity 
permits. 

1045.  These  slips  are  turned  in  each  day  to  the  book- 
keeper or  a  special  clerk  (sometimes  the  managing  clerk)  to 
make  the  necessary  entries  in  the   register  covering  these 
reports. 

1046.  It  is  advisable  to  number  the  entries  on  these  day 
slips,  continuing  the  numbers  from  one  slip  to  the  next  and 
from  one  day  to  another,  starting  with  number  1  and  continu- 
ing until  the  numbers  become  cumbersome,  at  which  time  the 
numbering  can  be  started  at  1  again,  using  a  letter  of  the 
alphabet  prefixed  to  each  number  to  identify  the  new  series. 

1047.  By  recording  this  number  opposite  the  entry  on  the 
register,  the  detail  of  any  item  on  the  register  can  be  referred 
to  without  loss  of  time,  the  day  slips  being  filed  chronologi- 
cally and  the  sequence  of  numbers  being  maintained  at  the 
same  time. 

1048.  REGISTER.     The  register  is  usually  a  loose-leaf  book 
with  the  sheets  arranged  either  alphabetically  according  to 
the  names  of  the  clients,  or  else  numerically  by  case  numbers. 

1049.  A  sheet  or  page  is  inserted  for  each  and  every  case 
or  matter  handled  for  a  client,  the  data  being  taken  from  the 
diary  or  day  slips.    This  record  is  a  summary  of  services  and 
disbursements  in  connection  with  the  case,  and  the  basis  on 
which  invoices  are  rendered  to  clients-. 

Digests  and  Opinions 

1050.  While  the  digests  of  new  laws,  court  decisions,  tes- 
timony given  in  trials  with  citations,  are  published  and  indexed 
within  a  very  short  time  after  their  promulgation,  there  is  a 


226  INDEXING    AND    FILING 

great  deal  of  information  of  value  to  each  individual  lawyer* 
that  such  publications  do  not  and  probably  cannot  give. 

1051.  If  such  information  is  to  be  turned  to  account  it  must 
be  recorded  and  filed  so  that  it  is  available  when  required. 

1052.  As  a  nucleus  for  a  subject  file  of  this  description, 
two  items  are  immediately  available  in  connection  with  cases 
or  matters  handled  for  clients. 

1053.  OPINIONS.     When  opinions  are  written  for  a  client 
or  a  fellow  practitioner,  an  additional  carbon  copy  should 
be  taken  in  each  instance  and  filed  under  the  heading  or 
subject  such  opinion  covers. 

1054.  DIGESTS.     As  soon  as  a  case  is  completed,  a  digest 
should  be  made  of  it,  the  original  copy  being  filed  with  the 
case,  and  a  duplicate  copy  being  filed  in  the  same  file  together 
with   copies   of  opinions  under  whatever  heading  the   case 
belongs. 

*O55.  Owing  to  the  variation  in  the  class  of  cases  handled 
by  different  lawyers,  each  specializing  in  some  particular 
branch  of  legal  work,  it  is  impracticable  to  outline  any  definite 
classification  of  subjects  that  could  be  adapted  to  general  use. 

1056.  This  file  should  be  maintained  as  a  distinct  division, 
the  plan  of  operation  based  on  subject  filing  (Chapter  X), 
or  in  the  larger  organizations,  on  information  and  data  filing 
(Chapter  XVI). 

Legal  Blanks 

1057.  Tne  supply  of  legal  blanks  of  various  kinds  can  be 
housed  satisfactorily  in  shallow  drawers,  not  over  iy2  inches 
in  height,  the  width  and  depth  of  the  drawer  being  sufficient 
to  hold  the  blanks  flat  with  a  small  margin  to  spare. 

1058.  While  filing  equipment   for  the   housing   of  legal 
blanks  can  be  obtained  in  both  vertical  and  horizontal  types 
of  units,  the  horizontal  type  of  cabinet  will  usually  prove  the 
more  satisfactory. 


CHAPTER  XXVII 
ARCHITECTURAL  FILING 

1059.  In  the  operation  of  an  architect's  office  the  material 
to  be  filed  resolves  into  certain  groups  that  will  require  definite 
consideration  to  provide,  as  the  organization  grows,  for  the 
increase  in  the  volume  of  the  records  to  be  maintained. 

1060.  These  groups  usually  develop  in  the  following  order, 
varying  in  some  instances  due  to  the  individual  conditions  in 
a  particular  office : 

(a)  Contract  file,  including  signed  agreements  with  the 

client  and  contractors  involved. 

(b)  Job  file,  containing  all  papers  relating  to  each  job, 

exclusive  of  signed  contracts. 

(c)  Specifications — copies  made  up  covering  the  detail  of 

a  job  to  be  distributed  to  bidders  and  others  inter- 
ested, these  being  incorporated  in  the  agreements 
made  with  the  successful  bidders. 

(d)  Drawings  and  prints. 

(e)  Drawings  and  prints  (full-size  details). 

(f )  Trade  and  general  files. 

(g)  Catalogs  and  price  lists. 

(h)  Library  (including  books,  architectural  and  en- 
gineering magazines,  photographs,  and  architectural 
plates). 

1061.  As  in  other  professional  lines,  the  architect's  interest 
is  in  the  execution  of  the  commission  obtained  from  the  client, 
the  records  and  files  maintained  being  as  few  and  as  simple 
as  possible. 

1062.  For  some  time  after  entering  upon  the  duties  of  his 
profession,  the  architect  seldom  has  so  many  commissions  from 
clients,  with  the  incidental  agreements  with  contractors,  as 

227 


228  INDEXING    AND    FILING 

to  require  serious  consideration  of  the  method  of  filing,  the 
material  belonging  to  the  first  group  being  disposed  of,  for  the 
time  at  least,  by  stowing  it  in  his  desk,  in  the  pigeonhole  of  the 
safe  (if  there  is  one),  or  if  he  is  extremely  careful,  in  a  box  in 
a  safe  deposit  vault. 

1063.  In  the  larger  establishments  the  signed  contracts  com- 
prising this  group  would  be  filed  in  the  safes  or  vaults  of  the 
organization,  all  contracts  pertaining  to  a  given  job  being  kept 
together,  arranged  alphabetically  or  by  job  number. 

1064.  This  brings  us  to  the  second  group  designated  as  the 
job  files,  in  which  all  correspondence  and  reports  (excepting 
signed  contracts)  pertaining  to  a  given  job  are  brought  to- 
gether, the  equipment  used  varying  from  the  box  file  to  the 
vertical  file. 

1065.  In  starting  the  files  belonging  to  this  group,  the 
architect  frequently  adopts  the  alphabetic  method  of  filing, 
which  appeals  to  him  as  the  easiest  method  of  handling  papers 
connected  with  each  job. 

Alphabetic  Filing 

1066.  In  the  offices  where  the  alphabetic  arrangement  is 
given  the  preference,  two  mistakes  are  often  made :  First,  the 
use  of  the  box  file,  limited  in  capacity,  instead  of  vertical  files 
which  can  be  obtained  in  such  small  units  as  to  warrant  the 
elimination  of  the  box  files  even  in  the  smallest  office. 

1067.  Second,  the  arrangement  of  papers  within  the  di- 
vision of  the  files  representing  the  client,  according  to  the 
names  of  the  contractors  or  other  individuals  involved,  alpha- 
betically arranged  as  shown  in  the  illustration  on  page  229. 

1068.  The  objection  to  filing  alphabetically  by  the  name  of 
the  contractor  or  other  individual  involved,  develops  in  con- 
nection with  the  fact  that  one  contractor  may  be  substituted 
for  another  on  the  same  class  of  work  in  different  jobs. 

1069.  When  filed  according  to  the  name  of  the  contractor, 


ARCHITECTURAL    FILING  229 


a  person  consulting  the  files  of  any  particular  job  would  have 
to  know  the  name  of  the  contractor,  or  else  examine  each  of 
the  alphabetic  divisions  in  order  until  the  papers  required 
were  located. 

1070.  Exception.    An  architect,  handling  the  job  through 
a  general  contractor — i.e.,  turning  over  to  one  contractor  all 
specifications  and  general  authority  to  proceed  with  the  work 
— does  not  ordinarily  come  in  contact  with  the  individual 
contractors,  as  the  general  contractor  assumes  all  responsibility 
in  connection  with  the  execution  of  the  job. 

1071.  When  handled  in  this  manner  all  correspondence 
with  the  general  contractor  should  be  kept  in  one  folder,  any 
papers  received  from  the  sub-contractors  being  forwarded  to 
the  general  contractor  instead  of  being  filed  in  the  architect's 
office. 

1072.  If  the  alphabetic  method  of  filing  is  used  for  the 
papers  relating  to  jobs,  it  will  be  found  much  better  to  arrange 
the  material  according  to  a  specification  grouping  instead  of 
under  the  contractor's  name,  thus  bringing  the  papers  to- 
gether under  the  class  of  material  or  work  done,  and  estab- 
lishing a  fixed  unit  of  reference. 

1073.  In  making  up  plans  and  specifications,  each  architect 
develops  the  detail  of  the  specifications  according  to  his  indi- 
vidual ideas,  such  detail  being  carried  as  fine  as  the  architect 
desires,  or  the  conditions  require. 


230 


INDEXING    AND    FILING 


1074.  In  setting  up  a  classification  of  the  divisions  used  in 
specification  grouping,  it  is  impracticable  to  set  one  up  as  a 
standard  classification  as  it  would  be  difficult  to  find  two 
practicing  architects  who  would  agree  on  any  classification  in 
its  entirety. 

1075.  The  following  classification  will  serve  to  illustrate 
the  method  of  applying  fixed  terminology  to  the  consecutive 
operations  in  connection  with  the  filing  of  the  papers  on  each 
and  every  job,  the  classification  to  be  modified  or  amplified 
according  to  the  individual  ideas  of  the  architect. 

Specification  Classification 

1076.  This  classification  is  arranged  in  progressive  order, 
as  far  as  possible  following  the  sequence  of  operations. 

1  PERMITS — Building,    Tenement,    and   Fire   Depart- 

ments, Electrical  and  Gas 

2  ARCHITECT,  ASSOCIATE 

3  ENGINEER,  CONSULTING 

4  SUPERINTENDENT 

4  a  Clerk  of  Works 

5  ESTIMATES 

6  DEMOLITION 

6  a          Temporary  Quarters 

7  EXCAVATION 

7  a  Shoring,  Sheath  Piling,  Bridge  Piling 

7  b          Pumps 

7  c  Blasting 

8  FOUNDATIONS 

8  a          Waterproofing 

9  MASONRY 

9  a  Cut  Stone 

9  b  Blue  Stone 

9  c  Granite 

9  d  Brick,  common 

9  e  Brick,  face 

9  f  Limestone 


ARCHITECTURAL    FILING  231 

9  g          Artificial  Stone,  cement 

9  h          Reinforced  Concrete 

10  STRUCTURAL  STEEL 

11  TERRA  COTTA 

12  MARBLE  AND  TILE 

13  IRON  WORK,  MISCELLANEOUS 

14  IRON  AND  BRONZE,  ORNAMENTAL 

15  FlREPROOFING 

15  a        Shutters 

15  b        Metal-Covered  Doors  and  Trim 

15  c         Metal-Covered  Windows 

15  d        Metal  Doors  and  Trim 

15  e         Metal  Windows 

15  f         Thermostats 

15  g        Sprinklers,  automatic 

16  FLOORS  AND  FLOOR  SYSTEMS,  FIREPROOF 
16  a        Reinforced  Concrete 

16  b         Hollow  Tile 

17  ELEVATORS 
17  a        Passenger 
17  b        Freight 
17  c         Ash  Lifts 

17  d         Sidewalk  Lifts 

17  e         Dumbwaiters  . 

18  MILL  WORK  AND  LUMBER 

19  GLAZING 

20  CARPENTRY 

20  a        Rough  Joinery 

20  b         Cabinet  Work 

21  FLOORS,  FINISHED 
21  a         Parquetry 

21  b         Composition   (Cork,  Tile,  etc.) 

22  ROOFING 
22  a         Cornice 

22  b         Sheet  Metal 
22  c        Slate 


232  INDEXING    AND    FILING 

23  SIDEWALKS 

23  a        Paving 

23  b         Cement  Work 

23  c        Vault  Lights 

24:  ELECTRICAL 

24:  a        Schedule  of  Fixtures 

24:  b         Wiring 

25  HEATING  AND  VENTILATING 

25  a         Heating 

25  b         Ventilating 

26  PLUMBING 

26  a        Plumbing  Fixtures 

26  b         Toilet  Accessories 

27  PAINTING 

27  a         Interior  Finishing 

27  b         Decorating 

28  PLASTERING 
28  a         Plain 

28  b         Ornamental 

29  PROGRESS  PHOTOGRAPHS 

1077.  With  the  files  arranged  alphabetically  by  name  of 
client  or  the  title  of  the  job,  the  divisions  are  established  as 
required  on  each  job,  and  are  maintained  in  progressive  order 
(practically  in  sequence  of  building  operations  as  indicated  in 
the  classification  given,  or  else  in  alphabetic  sequence  of  the 
titles  of  the  various  operations  listed). 

1078.  A  division  in  the  file  is  only  created  as  the  contract 
for  that  particular  phase  of  the  work  is  awarded,  the  arrange- 
ment of  the  guides  being  either  progressive  or  alphabetic  ac- 
cording to  the  plan  adopted. 

1079.  As  soon  as  a  contract  is  awarded,  the  estimates  of 
the  successful  bidder  should  be  removed  from  the  estimate  file 
and  placed  in  the  foHer  under  the  heading  by  which  the  class 
of  work  or  material  involved  is  designated. 


ARCHITECTURAL    FILING  233 

1080.  Metal-tipped"  guides  in  three  positions  should  be  used, 
with  guides  tabbed  in  the  first  position  exclusively  for  the 
name  of  the  client  or  the  title  of  the  job,  guides  tabbed  al- 
ternately in  the  second  and  third  positions  for  the  divisions 
of  the  job,  the  progressive  arrangement  of  the  division  guides 
being  shown  in  the  following  illustration: 


1081.  Folders  bearing  the  same  designations  as  the  division 
guides  are  placed  behind  these  guides  for  the  papers,  subdivi- 
sions being  provided  for  by  the  insertion  of  additional  folders 
behind  the  first  one  of  the  division. 

1082.  The  designations  on  the   guides  and   folders  may 
vary  on  different  jobs,  due  to  the  omission  of  some  phases  of 
the  work  and  the  inclusion  of  others.  (See  illustration,  §  1080.) 

Numeric  Filing 

1083.  With  the  growth  of  the  establishment,  many  archi- 
tects who  have  started  out  with  an  alphabetic  file  change  over 
to  a  numeric  system,  because  of  the  advantages  gained  through 
the  ability  to  number  jobs,  keying  in  the  drawings,  prints,  and 
specifications,  and  using  one  index  to  cover  all  of  these  groups. 

1084.  If  the  files  are  maintained  alphabetically,  with  the 
divisions  and  subdivisions  according  to  the  class  of  work  (speci- 
fication classification),  the  changing  from  one  system  to  the 
other  can  be  accomplished  without  changing  the  arrangement 
of  the  files. 


234 


INDEXING    AND    FILING 


1085.  Where  the  filing  has  been  handled  by  the  names  of 
the  contractors,  it  will  be  found  advisable,  before  starting  to 
index,  to  rearrange  the  folders  or  papers  in  accordance  with 
the  specification  classification  adopted. 

1086.  If  job  numbers  have  not  been  used,  the  first  thing 
to  be  done  is  the  assignment  of  a  number  to  each  job,  which  is 
then  covered  by  index  and  cross-index  cards. 


Ansonia  High  School 


1087.  Using  the  numbers  applied  to  the  specification  group- 
ing in  §  1076  as  secondary  numbers,  the  subdivisions  being 
provided  for  by  suffixed  letters  of  the  alphabet,  the  names  of 
the  contractors  are  entered  on  the  index  card,  the  number 
always  designating  the  class  of  work  or  material. 


Ansonia  High  School 

1 

Permits 

1 

-  1 

E  F  Miller 

1 

-  4 

Estimates 

1 

-  5 

Berger  Housewrecking  Co. 

1 

-  6 

Williams  Contracting  Co. 

1 

-  7 

Foundation  Co, 
__^  <  —  

1 

,  —  -- 

-  8 



1088.  While  it  is  possible  to  omit  these  entries  on  the  job 
index  card,  relying  upon  the  standardized  specification  group- 
ing to  locate  the  individual  contractor,  the  sub-indexing  is 
advantageous  as  it  gives  immediate  reference  to  the  names  of 
the  contractors. 


ARCHITECTURAL    FILING 


235 


1089.  Cross-indexing  should  always  be  carried  out  cover- 
ing all  of  the  names  involved  in  any  transaction  in  connection 
with  the  job. 


Miller,  E.F. 


Ansonia  High  School 


1-4 


Berger  Housewrecking  Co. 


Anaonia  Hi^h  School 


1-6 


1090.     On  the  next  job  another  superintendent  is  used,  the 
contractors  also  changing  in  some  instances. 


Arlington  Library 


Andrews,   C.L. 

Estimates 

Williams  Contracting  Co. 

Reynolds  Waterproofing  Co. 

New  Hampshire  Granite  Co. 

Western  Structural  Steel  Co. 


2-4 
2-5 

2-7 
2-8 
2  -  9  c 
2  ?  10 


1091.  The  index  should  be  consulted  constantly  as  the  work 
progresses,  additional  entries  being  made  on  the  same  card 
whenever  possible,  in  preference  to  making  out  new  cards. 
(See  illustrations  at  top  of  page  236.) 

1092.  Regardless  of  how  many  jobs  there  may  be,  one  class 
of  work  should  always  be  designated  by  the  same  suffixed 
number  as  indicated  in  the  specification  grouping  (see  §  1076) 


INDEXING    AND    FILING 


'*?'  Andrews,   C.  L. 


Arlington  Library 


2-4 


'Yilliaras  Contracting1  Co. 


Taterbury,  Conn. 


Ansonia  High  School 
Arlington  Library 


1-7 
2-7 


— i.e.,  "Excavation"  should  always  be  the  number  7  file  under 
any  job — thus  locating  the  contractor  by  the  class  of  work. 

1093.  The  arrangement  of  the  material  in  the  files  would 
remain  the  same  as  it  was  when  the  files  were  operated  alpha- 
betically, except  that  the  guides  should  carry  the  numbers 
instead  of  the  names,  using  metal-tipped  guides  in  five  posi- 
tions of  tabbing,  the  first  position  for  the  job  number  and  the 
subdivisions  on  the  second,  third,  fourth,  and  fifth  positions. 


Specifications 

1094.  A  number  of  copies  of  the  specifications  with  such 
addenda  as  may  be  required,  are  made  up  in  sets  for  each  job, 
one  approved  set  being  filed  with  the  signed  contracts,  the 
additional  sets  being  filed  according  to  the  name  or  number  of 
the  job,  and  being  issued  as  necessary  to  contractors  and  others 
in  connection  with  the  job. 


ARCHITECTURAL    FILING 


237 


Drawings 

1095.  As  the  drawings  are  made  they  are  usually  num- 
bered, either  consecutively  or  by  a  classification  scheme  bring- 
ing all  drawings  of  a  class  together. 

1096.  "When  the  drawings  are  numbered  consecutively  they 
are  indexed  on  cards,  one  card  per  drawing.    These  cards  are 
then  filed  behind  a  guide  carrying  the  job  number  or  name, 
arranged  in  consecutive  order  of  numbers  or  else  classified 
according  to  the  nature  of  the  drawing. 


1097.  If  the  classification  plan  is  used,  the  index  card  is 
in  the  form  of  a  register,  a  certain  number  of  drawings  of  a 
given  class  being  entered  on  one  card  or  series  of  cards. 

1098.  As  in  the  case  of  the  specification  grouping,  the  classi- 
fication of  drawings  will  depend  largely  upon  the  individual 
ideas  of  the  architect,  the  following  method  being  given  as 
an  illustration  of  the  groups  and  method  of  assigning  the  num- 
bers, this  being  subject  to  such  revision  as  may  be  required  to 
adapt  it  to  a  particular  office. 


1  to 


CLASSIFICATION  OF  DRAWINGS 
99     Plans,  elevations,  sections,  layout  of  grounds, 


and  other  general  details  at  small  scale. 
100  to  199     Exterior  scale  drawings. 


INDEXING    AND    FILING 


200  to  299  Exterior  full-size  details. 

300  to  399  Interior  scale  plans,  sections,  and  elevations. 

400  to  499  Interior  miscellaneous  scale  details. 

500  to  699  Interior  full-size  details. 

700  to  799  Unclassified  miscellaneous  drawings. 

800  to  899  Structural  steel  drawings. 

900  to  999  Heating,  ventilating,  and  sanitary  drawings. 

1099.  NUMBERING  OP  DRAWINGS.  Under  either  plan  the 
drawings  carry  a  duplex  number  separated  by  a  hyphen,  the 
first  number  indicating  the  job,  the  second  being  the  number 
of  drawing  on  that  job ;  e.g.,  72  -  17  would  indicate  job  num- 
ber 72,  drawing  number  17. 

noo.  INDEX  TO  DRAWINGS.  "When  the  classified  plan  of 
numbering  drawings  is  used,  a  card  index  or  register  should 
be  maintained,  one  or  more  cards  for  each  class  of  drawings, 
a  card  approximately  5x8  inches  usually  being  the  most 
satisfactory  size. 


noi.  The  arrangement  of  the  guides  should  be  by  job 
number,  the  number  of  the  job  and  name  of  the  client  appear- 
ing on  the  tab  of  the  guide,  using  a  third-cut  tab  in  first 
position  as  shown.  The  guides  covering  the  classification  are 
numbered  by  hundreds  from  1  to  900  (omitting  600),  using 
fifth-cut  guides  in  the  third,  fourth,  and  fifth  positions  as 
shown. 


ARCHITECTURAL    FILING  239 


1 102.  FILING  OF  DRAWINGS.    Drawings  may  be  filed  in  any 
one  of  three  ways  (with  exception  of  full-size  details,  no  draw- 
ings being  folded)  : 

(a)  Flat,  in  drawers  without  folding. 

(b)  Flat,  suspended  from  one  edge  in  frames. 

(c)  Rolled,  placed  in  tubes  or  pockets. 

1103.  "When  filed  flat  in  drawers,  one  or  more  drawers  are 
assigned  to  a  job,  as  required,  according  to  the  number  of 
drawings  made  on  a  job ;  or  the  drawings  of  several  small  jobs 
might  be  contained  in  one  drawer,  the  outside  of  each  drawer 
being  labeled  to  correspond. 

1104.  Drawings  suspended  from  one  edge  in  frames  should 
be  designated  by  means  of  tags  attached  to  the  frames,  the 
frames  being  placed  in  the  racks  either  according  to  the  name 
or  the  number  of  the  job. 

1105.  If  drawings  are  rolled,  each  roll  should  have  a  sub- 
stantial tension  tag  wrapper  on  which  should  be  listed  the 
drawings  contained  in  the  roll,  the  reverse  side  of  the  tag  being 
printed  to  allow  for  the  recording  of  the  numbers  of  drawings 
taken  out  for  any  reason. 

1106.  The  most  satisfactory  tag  for  this  purpose  is  8  inches 
high  by  5  inches  wide,  made  of  white  linen  tag  stock,  with  a 


240 


INDEXING    AND    FILING 


tension  button  and  string  at  the  top  as  shown  in  the  following 
illustrations : 


MA.MC    Of    CLIENT 


or  V<ORK 


DESCRIPTION       Or     DRAWINQ 


DRAWINGS   OUT 


JOB    NUMBER 


AKEK      B>T  DATE  TAKE 


ARCHITECTURAL    FILING 


241 


1107.  FULL-SIZE  DETAIL  DRAWINGS.     Owing  to  their  size, 
these  are  usually  filed  separately  from  the  other  drawings, 
being  folded  to  a  size  that  will  permit  of  filing  in  either 
the  legal-size  file   (10x15  inches)    or  the  architectural  size 
( 111/2  x  15  inches). 

1108.  The  arrangement  of  these  drawings  should  corre- 
spond to  that  maintained  for  all  other  drawings,  first  by  job 
number  or  name  and  then  by  drawing  number. 

1109.  BLUE-PRINTS.    With  the  exception  of  a  set  of  blue- 
prints of  the  drawings  on  each  job  for  reference  purposes  in 
the  drafting  room,  very  few  blue-prints  are  filed  by  the  archi- 
tect, prints  being  made  as  required. 

i  no.  Exception.  This  does  not  apply  to  slwp  drawings 
(blue-prints  or  drawings  furnished  by  contractors  or  manu- 
facturers showing  what  they  propose  to  furnish  on  a  given 
job),  these  usually  being  attached  to  and  included  with 
original  drawings. 


CHAPTER  XXVIII 
ARCHITECTURAL  FILING   (Continued) 

Trade  and  General  Files 

mi.  Correspondence  and  papers  that  do  not  relate  to 
jobs  should  be  filed  in  this  group.  The  files  should  be  of  cor- 
respondence size  and  can  be  maintained  either  alphabetically 
or  numerically  as  desired. 

1 1 12.  Under  either  arrangement  certain  subject  files  should 
be  opened,  all  material  belonging  to  such  groups  being  filed 
under  the  subject  instead  of  the  name.     The  following  sub- 
jects are  suggested  as  a  partial  list : 

1113.  APPLICATIONS  FOR  POSITIONS.     Under  this  heading 
the  following  groups  would  be  maintained: 

(a)  Office  employees — stenographers,  bookkeepers,  clerks, 

boys,  etc. 

(b)  Drafting  room  employees. 

(c)  Outside  employees — superintendents,  clerk  of  works, 

engineers,  and  architects  (not  to  include  consulting 
engineers  or  associate  architects). 

1114.  PROSPECTIVE  "WORK.    Papers  or  memoranda  relating 
to  prospective  work  that  may  develop  at  some  later  date  into  a 
job,  should  be  filed  under  this  title. 

1115.  If  the  job  was  obtained  at  a  later  date,  all  of  these 
papers  should  be  transferred  to  the  file  opened  under  the 
client's  name  or  the  title  of  the  job. 

1116.  GENERAL  PRACTICE.    All  requests  sent  to  or  received 
from  architects  or  engineers  (including  copies  of  the  replies) 
as  to  general  practice  in  handling  a  given  subject,  should  be 
filed  under  this  title. 

1117.  TRADE  AND  MERCHANDISE  FILES.    Under  the  heading 

242 


ARCHITECTURAL    FILING 


243 


of  each  trade  or  class  of  merchandise,  a  folder  should  be 
opened  to  contain  such  correspondence  or  advertising  matter 
as  may  be  considered  desirable  to  save. 

1118.  Requests  for  opportunity  to  bid  on  certain  classes 
of  material  or  work  in  connection  with  some  specific  job  are 
received  in  every  architect's  office,  but  such  requests  should 
not  be  filed  in  the  job  files  merely  because  reference  is  made 
to  a  certain  job  by  the  applicant. 

1119.  If   such   letters   or   circulars   are   of   sufficient   im- 
portance to  be  kept,  they  should  be  filed  according  to  the  class 
of  merchandise  or  service  involved,  disregarding  the  reference 
to  a  specific  job. 

1 1 20.  ALPHABETIC  FILING.     When  this  method  of  filing 


Adams  Ernest  R 
Acme  White  Lead  &Cd 


244 


INDEXING    AND    FILING 


is  adopted,  any  standard  type  of  alphabetic  file  may  be  used, 
preferably  one  having  an  arrangement  of  individual  and  mis- 
cellaneous folders  behind  the  guides,  the  number  of  the  guides 
to  the  set  varying  according  to  the  volume  of  material  to  be 
filed  (see  §  266). 

1 12 1.  NUMERIC  FILING.  If  maintained  under  a  numeric 
arrangement,  a  letter  can  be  prefixed  to  the  number  to  pre- 
vent confusing  this  file  with  the  job  file,  index  cards  being 
made  out  for  each  name  or  subject,  e.g.,  the  first  file  would 
be  01,  the  next  02,  index  and  cross-index  cards  being  made 
out  as  required. 


Applications  for  positions 


Office  Employes 
Drafting  Room  Employes 
Outside  Employes 


01 


01  a 
01  b 
01  c 


Employes 


See 


Applications  for  positions 
Office  Employes 
Drafting  Room  Employes 
Outside  Employes 


01 

01  a 
01  b 
01  c 


1 122.  While  the  files  are  maintained  separately,  the  index 
cards  covering  the  job  and  general  files  are  filed  together,  using 
only  one  set  of  alphabetic  guides.  In  filing  these  cards  the 
fact  that  one  card  may  refer  to  a  job  and  the  next  to  a  folder 
in  the  general  files  is  disregarded. 


Catalogs  and  Price  Lists 

1123.     The  filing  of  this  class  of  material  is  covered  in 
Chapter  XVII,  the  group  numeric  method  described  in  §§  733 


ARCHITECTURAL    FILING  245 

to  742  usually  proving  the  most  satisfactory  in  the  architect's 
office. 

Library 

1124.  A  considerable  portion  of  the  architect's  library  is 
made  up  of  architectural  plates,  photographs,  and  drawings 
which  should  be  available  according  to  the  class  of  building 
represented  arid  the  purpose  for  which  it  was  erected. 

1125.  The  following  classification*  can  be  used  to  advan- 
tage in  filing  such  plates  and  photographs,  using  architectural- 
size  files   (vertical  units)   which  will  accommodate  all  such 
material  not  in  excess  of  12  x  15  inches. 

CLASSIFICATION    OF    ARCHITECTURAL    PLATES,    PHOTOGRAPHS, 
AND  DRAWINGS 

General  Divisions 

1  ADMINISTRATIVE  AND  GOVERNMENTAL  BUILDINGS 

2  MONUMENTS 

3  ECCLESIASTICAL  AND  RELIGIOUS  BUILDINGS 

4  EDUCATIONAL  AND  SCIENTIFIC  BUILDINGS 

5  SOCIETY  BUILDINGS 

6  RESIDENTIAL 

7  RECREATION  AND  AMUSEMENT 

8  BUSINESS  AND  COMMERCIAL 

9  TRANSPORTATION  AND  STORAGE 

1 0  MAN  UFA  CTORIES 

11  BRIDGES 

1126.  Each  of  these  groups  is  divided  and  subdivided  as 
required,  in  the  following  manner : 

1  ADMINISTRATIVE  AND  GOVERNMENTAL  BUILDINGS 

1-1  Capitols.       Houses    of    Parliament.       Legislative 

Buildings. 

1-2          Ministries  of.  War,  State,  etc.     Governmental  De- 
partments and  Office  Buildings. 


*This    classification   taken   from.    "Arrangement   of   Photographs  and    Maga- 
zine   Plates"    by   Sidney  F.    Kimball,    in    "Brickbuilder." 


246  INDEXING    AND    FILING 

1  -  3  City  and  Town  Halls. 

1  -  4  Custom  Houses.     Excise  Offices. 

1  -  5  Court  Houses. 

1  -  5  a  Registries  of  Deeds.    Archive  Buildings. 

1  -  6  Post-Offices. 

1  -  6  a  Post-Office  and  Custom  House  combined. 

1  -  6  b  Post-Office  and  Court  House  combined. 

1  -  6  c  Post-Office,    Custom   House,   and   Court   House 

combined. 

1-7  Engine  Houses. 

1  -  7  a  Fire  Alarm  Stations. 

1  -  8  Military,  Protective  and   Corrective. 

1  -  8  a  Barracks.     Military  Post  Buildings. 

1  -  8  b  Armories.     (See  also  7  -  3  Riding  Halls.) 

1  -  8  c  Arsenals. 

1  -  8  d  Police  Stations. 

1  -  8  e  Penitentiaries.    Jails. 

1  -  8  f  Reformatories  for  Adults. 

1  -  8  g  Reform  Schools. 

1-9  Hospitals,  Asylums. 

1  -  9  a  Sick  and  Wounded.    Incurables. 

1  -  9  b  Sanatoria. 

1  -  9  c  Insane.     Feeble-Minded.     Inebriates. 

1  -  9  d  Blind.    Deaf  and  Dumb.     (See  also  4  -  1  g  Day 

Schools  for  Defectives.) 

1  -  9  e  Almshouses. 

1  -  9  f  Aged.     Convents,  etc. 

1  -  9  g  Soldiers'  Homes. 

1  -  9  h  Orphans.     Children.     Foundlings. 

2  MONUMENTS 

2  -  1  Commemorative. 

2  -  2  Funerary. 

2  -  2  a  Monuments  proper. 

2  -  2  b  Tombs.    Mausoleums. 

2  -  2  c  Receiving  Vaults. 


ARCHITECTURAL    FILING  247 

3  ECCLESIASTICAL  AND  RELIGIOUS 
3-1  Chapels,  small. 

3  -  2          Parish  Churches. 
3  -  3          Cathedrals. 
3  -  4          Synagogues. 

3  -  5          Parish  Houses.     Sunday  School  Buildings. 

4  EDUCATIONAL  AND  SCIENTIFIC 
4  -  1  Day  Schools. 

4  -  1  a  Kindergartens. 

4  -  1  b  Primary  Schools. 

4  -  1  c  Grammar  Schools. 

4  -  1  d  High  Schools. 

4  -  1  e  Normal  Schools. 

4  -  1  f  Manual  Training  Schools. 

4  -  1  g  Schools  for  Defectives.    ( See  also  1  -  9  d  Asylums 

for  the  Blind,  Deaf  and  Dumb.) 

4  -  2  Boarding  Schools. 

4  -  3  Colleges.    Universities. 

4  -  4  Professional  and  Technical  Schools  not  connected 

with  a  Universitjr. 

4  -  4  a  Theology. 

4  -  4  b  Law. 

4  -  4  c  Medicine. 

4  -  4  d  Science.    Engineering. 

4  -  4  e  Art. 

4  -  4  f  Music. 

4  -  5  Independent  Scientific  Institutions.     Laboratories. 

Observatories. 

4  -  6  Scientific  Museums.    Menageries. 
4-7  Art  Museums.    Galleries. 

4-8  Libraries. 

4-9          Learned  Societies.      (See  also  5-1   City  Clubs, 
non-residential. ) 

5  SOCIETY  BUILDINGS 

5  -  1  City  Clubs,  non-residential. 


248  INDEXING    AND    FILING 

5  -  1  a  Y.  M.  C.  A.,  non-residential. 

5  -  2  City  Clubs,  residential. 

5  -  2  a  Y.  M.  C.  A.,  residential. 

5  -  3  Suburban  Clubs. 

5  -  3  a  Y.  M.  C.  A.,  suburban. 

5  -  4  Country  Clubs. 

6  RESIDENTIAL 
6  -  1  Hotels,  etc. 

6  -  1  a  City  Hotels. 

6  -  1  b  Country  Hotels. 

6  -  1  c  Restaurants.      Cafes.      Saloons.      Bars.     Raths- 
kellers. 

6  -  2  Apartments.     Tenements.     (See  also  8  -  3  Mixed 

Store,  Office,  and  Apartment  Buildings.) 

6  -  3  Palaces  and  Palatial  Private  Houses.     Embassies, 

etc.      (Detached.) 

6  •  4  City  Houses  in  block.     (Anything  with  one  party 

wall  or  more.) 

6  -  5  City  Houses  not  in  block. 

6      6  Suburban  Houses.    Village  Houses. 

6  -  7  Country  Houses. 

G  -  7  a  Farm  Houses. 

6  -  8  Cottages.    Bungalows. 

6      9  Outbuildings.    Dependencies. 

6      9  a  City. 

6  -  9  b  City  Stables,  private. 

6  -  9  c  Garages. 

6      10  Country.    Farm  Buildings. 

6      10  a  Gate  and  Porter's  Lodges. 

6      10  b  Kitchens.    Laundries.    Dairies,  etc. 

6  -  10  c  Stables.    Kennels. 

G      10  d  Carriage  Houses.     Garages. 

G      10  e  Barns.     Granaries.     Ice  Houses.     Silos,  etc. 

6   -  10  f  Conservatories.     Greenhouses. 

6  -  10  g  Windmills.    Water  Towers. 


ARCHITECTURAL    FILING 


249 


7  RECREATION  AND  AMUSEMENT 

7  1           Theatres.    Opera  Houses. 

7  -  2          Concert  Halls.    Lecture  Halls. 

7  -  3           Rinks.    Amphitheatres.    Riding  Halls  and  Schools. 

(See  also  1  -  8  b  Armories.) 

7  -  4          Gymnasia.     Turn   Halls.     Baseball   Cages.      (See 

also  5  -  1  a  and  5  -  2  a  Y.  M.  C.  A.) 

7  -  5           Baths,  swimming  and  otherwise.    Locker  Buildings. 

7  -  6           Buildings  for  Watering  Places.  Beach  Bath  Houses. 

7  -  7           Buildings  for  Parks. 

7  -  8           Boat  Houses. 

7  9  Stadia. 

8  BUSINESS  AND  COMMERCIAL 
8  -  1           Markets. 

8  -  2           Stores,  wholesale  and  retail. 

8  -  3           Mixed  Store,  Office,  and  Apartment  Buildings. 

8  -  3  a           Stores  and  Offices. 

8  -  3  b           Stores  and  Flats. 

8  -  3  c           Offices  and  Flats. 

8  -  3  d           Stores  with  Halls  or  Meeting  Rooms. 

8  -  4           Office  Buildings. 

8  -  4  a          Low. 

8  -  4  b           High,  steel  construction. 

8  -  5           Banks.     Trust  Companies.     Safe  Deposit  Vaults. 

8  -  5  a          Bank  and  Office. 

8  -  6           Exchanges.     Boards  of  Trade.     Clearing  Houses. 

9  TRANSPORTATION  AND  STORAGE 

9  -  1           Railway  Passenger  Stations. 

9  -  1  a          Way  Stations. 

9  -  1  b          City. 

9  -  1  c           Country. 

9  -  1  d           Terminal  Stations. 

9  -  2           Street  Railway  Stations. 

9  -  2  a          Surface  Stations. 

9  -  2  b           Elevated  Stations. 


250  INDEXING    AND    FILING 

9  •  2  c          Subway  Stations. 

9  -  3  Wharf  and  Dock  Buildings. 

9  -  3  a          Ferry  Houses.     Buildings  for  Passengers.     Im- 
migrant Stations. 

9  -  3  b          Dock  Buildings  for  Freight,  etc. 

9  -  4  Railway  Freight  Houses. 

9  -  5  Warehouses — bonded,  storage,  etc.     Cold  storage. 

9  -  6  Grain  Elevators.    Coal  and  Ore  Docks. 

9  -  7  Railway  Roundhouses.     Car  Barns,  etc. 
9  -  7  a  Roundhouses. 

9  -  7  b  Car  Barns. 

9  -  8  Signal  Towers. 

10  FACTORIES,  ETC. 

10-1  Mill-Construction  Buildings,  for  whatever  use. 

10-2  Power  Stations. 

10-3  Abattoirs. 

10  .  4  Laundries. 

11  BRIDGES 
11-1        Wood. 

11-2  Masonry.     (Stone,  brick,  concrete,  etc.) 

11-3  Steel  and  Iron. 

11  -  3  a         Simple  Truss. 

11  -  3  b         Cantilever. 

11  -  3  c         Arch. 

11  -  3  d        Suspension. 

1127.  An  alphabetically  arranged  subject  index  should  be 
made  up  covering  this  classification,  either  in  card  index  or 
visible  index  form,  and  be  maintained  separately  from  all  other 
indexes.     (See  first  illustration  on  page  251.) 

1128.  In  filing  these  plates,  etc.,  metal-tipped  guides  should 
be  used  in  fifths,  the  first  position  being  reserved  for  the  class 
or  group,  and  the  remaining  four  positions  being  staggered  to 
cover    the    divisions    and    subdivisions,    using    the    numeric 
designations,  as  shown  in  last  illustration  on  page  251. 


ARCHITECTURAL    FILING 


253 


Administrative  *  Governmental  Buildings 


Capitols 


See 


Administrative  Buildings 


1-1 


Parliament,  Houses  of 


See 


Admin ig-trntive  Buildings 


1-1 


1129.  In  event  of  there  being  no  material  to  file  under 
certain  divisions  or  subdivisions,  no  guides  are  inserted  for 
the  missing  groups,  it  being  possible  to  insert  as  needed  addi- 
tional guides  with  the  metal  tip  in  any  required  position,  the 
labels  being  shifted  to  conform  to  the  changes  made. 

1130.  If  it  is  found  advisable  to  make  any  changes  in  this 
classification,  a  set  of  accession  sheets  should  be  written  to 
cover  such  revisions,  following  the  plan  described  in  §§  647 
to  652. 

1131.  The   practicability   of   developing  the   library  into 
information  and  data  files  will  depend  largely  upon  the  re- 
quirements of  the  individual  office,  the  amount  of  material, 
and  the  reference  to  such  material. 


252 


INDEXING    AND    FILING 


1132.  The  method  of  establishing  files  of  this  character  is 
described  in  Chapter  XVI,  " Information  and  Data  Files," 
the  detail  covering  the  handling  of  periodical  literature  being 
described  in  §§  656  to  663,  and  bound  literature  in  §§  664  to 
667,  and  690  to  714. 

Receiving  and  Delivery  Records 

1133.  In  order  to  keep  track  of  drawings,  prints,  specifica- 
tions, samples,  and  other  material  received  and  sent  out  of  the 
architect's  office  in  connection  with  each  job,  records  must  be 
maintained  so  that  these  items  can  be  looked  up  either  accord- 
ing to  the  job  or  the  name   of  the  individual   or   concern 
involved. 

1134.  EECEIVING    RECORDS.      Drawings,    prints,    specifica- 
tions, or  samples  as  they  are  received  should  be  recorded  on 
receiving  slips  in  duplicate,  numbered  consecutively,  one  set 
of  receipts  being  used  for  each  item  or  set  of  items  on  a  job : 


. 

2573 


M 


QUANTITY 

3 


tfl 


u>. 


DESCRIPTION 


-xov,   So-) 

' 


Library  Bureau   S7I7II» 


1135.  The  original  copy  of  the  receiving  slip  should  be 
filed  alphabetically  according  to  the  name  of  the  individual 
or  the  organization  making  the  delivery. 


ARCHITECTURAL    FILING 


253 


1136.  The  duplicate  carbon  copy  should  be  filed  numeri- 
cally by  job  number  and  then  chronologically  by  date  of  the 
receipt. 


1137.  Operated  in  this  manner  access  is  afforded  to  the 
records  of  all  items  received,  both  by  job  number  and  the 
name  of  the  individual  or  organization  making  the  delivery. 

1138.  DELIVERY  RECORDS.     Applying  the  same  method  as 
described  for  the  maintenance  of  the  receiving  records,  de- 
livery slips  should  be  made  out  in  duplicate  covering  the 


254 


INDEXING    AND    FILING 


Delivered  to 


(JJft. 


-jv 


Our  Messenger     /^  Their  Messenger  Da 

V  l< 


BWGS.       m.       t.f.       SPK. 


1.11,'ir,  Oureau    N71TIK 


drawings,  prints,  specifications,  samples,  and  other  material 
forwarded  to  clients,  contractors,  manufacturers,  etc. 

1139.  These  slips  are  filed  in  the  same  manner  as  the  re- 
ceiving records,  the  original  according  to  the  name  of  the 
person  or  organization  to  which  delivery  was  made,  the  dupli- 
cate by  job  number  as  described  in  §§  1135,  1136,  but  main- 
tained separately  from  the  receiving  records. 

1140.  RECEIPTS.    Some  architects  require  receipts  covering 


TJame  of   Job 

Dntfl                                 Job  Number 

To 

Items  listed  below 

have  been  forwarded  to  the  above  ;- 

Origi- 
inls 

Trac- 
ine-3 

B.P. 

F.3.D. 

Sets 

•Spec. 

DESCRIPTION 

Receipt  Number 

2112 

Uail 

Express                        Our  Messenger           Their  Messenger 

ARCHITECTURAL    FILING 


255 


all  drawings  and  other  material  issued,  in  which  event  the 
original  copy  is  on  paper,  and  the  duplicate  or  carbon  copy 
on  a  card  which  can  be  printed  on  the  reverse  side  with  the 
return  address,  so  that  it  can  be  mailed  back  as  a  postal  card 
when  the  material  is  sent  by  mail  or  express. 

1141.  The  original  copy  (on  paper)  is  filed  alphabetically 
according  to  the  name  of  the  person  or  organization  to  which 
delivery  was  made,  but  is  removed  and  re-filed  by  job  number 
as  soon  as  the  signed  receipt  is  returned,  the  latter  being  filed 
alphabetically  in  place  of  the  paper  slip. 


Nome  of  Job 

Onto                                 Job  Na-nber 

To 

RECEIVED     OF         (Insert   name  of  Architect)                               the   following  itrms   • 

Origi- 
nals 

Trac- 
ings 

B.P. 

F.S.D. 

Sets 
Spec. 

DtSCRIPTIOlJ 

Receipt  Vuiiber 

2112 

RECCIVSO    BY 

1142.  COLLECTION  OF  PAPERS.     The  method  of  collecting 
papers   for   filing   differs  somewhat   from   that   employed   in 
mercantile  houses,  some  person  thoroughly  familiar  with  the 
essential  details  of  each  job  and  the  procedure  in  handling 
such  work  being  required  to  check  all  papers  before  they  are 
filed. 

1143.  The  individual  selected  to  pass  on  papers  may  vary 
in  different  architects'  offices,  depending  upon  the  size  of  the 
office  and  the  conditions  under  which  it  is  operated,  the  office 
manager  or  superintendent  usually  being  the  one  to  handle 
these  papers. 


256  INDEXING    AND    FILING 

1144.  The  points  from  which  general  collection  of  papers 
is  made,  having  been  defined,  the  papers  obtained  from  these 
points  each  morning  are  deposited  in  the  receiving  tray  or 
basket  of  the  office  manager,  who  initials  or  stamps  each 
paper  to  indicate  that  it  has  received  the  necessary  attention 
and  can  be  filed. 

1145.  The   number   of   collection   points   in   the   drafting 
room  may  vary,  depending  upon  the  plan  under  which  that 
room  is  operated. 

1146.  If  there  is  a  chief  draftsman  in  charge,  all  papers 
would  ordinarily  be  collected  from  his  desk  and  deposited  in 
the  receiving  tray  or  basket  of  the  office  manager. 

1147.  When  the  plan  of  "captaining  a  job"  is  employed 
— i.e.,  one  man  in  the  drafting  room  being  placed  in  complete 
charge  of  the  drafting  work  on  a  certain  job,  all  other  men 
working  on  that  job  being  subject  to  his  orders,  and  the  next 
job  being  captained  by  a  different  man  under  similar  con- 
ditions— it  will  be  necessary  to  collect  papers  from  the  file 
basket  or  tray  of  each  captain  handling  a  job,  the  papers 
going  to  the  office  manager  as  in  the  first  case. 

1148.  Exception.    In  some  instances  it  may  be  desirable  to 
permit  papers  from  certain  individuals  to  go  direct  to  the 
files,  such  exception  being  provided  for  in  the  instructions  to 
the  file  clerk. 

1149.  The  various  points  in  the  office  from  which  collec- 
tions are  to  be  made  and  the  routine  involved,  can  be  covered 
by  means  of  written  instructions  supplemented  by  a  chart 
showing  such  routine  in  graphic  form  if  considered  desirable. 
(See  chart  on  page  257.) 

1150.  TRANSFERRING.     Papers  relating  to  a  job  should  not 
be  removed  from  the  current  files  to  transfer  drawers  or  boxes 
until  such  transfer  is  approved  by  either  the  office  manager  or 
someone  else  in  authority. 


ARCHITECTURAL    FILING 


257 


AC 
01 

COUIt  TINS 
PARTMEKT 

JOM 

DRAWINOS 

MM 

PRINTS 

•CNERAL 
COMMCSPONDCNCC 

CATALOGS 
AND 
PRICE     LISTS 

PHOTOS 
AND 
PLATES 

SPECIFI- 
CATIONS 

1151.  At  regular  intervals  (whatever  period  suits  the  re- 
quirements of  the  office)  a  list  of  completed  jobs  should  be 
submitted  by  the  file  clerk  to  the  office  manager  (listing  the 
job  number,  name  of  the  client,  or  title  of  the  job),  the  items 
not  to  be  transferred  being  crossed  off  by  him  and  the  list 
signed  approving  the  transfer  of  the  remaining  items. 

1152.  FOLLOW-UP.     The  follow-up  or  tickler  work  in  the 
office  can  be  handled  in  accordance  with  the  method  described 
in  §§  285  to  290. 


CHAPTER  XXIX 
FILES    OF   AN   ACCOUNTANT 

1153.  In  many  ways  the  services  rendered  by  the   ac- 
countant and  the  records  maintained  by  him  very  closely 
parallel  those  of  the  architect  or  engineer. 

1154.  The  divisions  of  the  files  in  an  accountant's  office 
can  usually  be  made  along  the  following  lines: 

(a)  Clients'  files,  containing  correspondence  with  clients, 

working  papers,  reports  covering  audits  or  investi- 
gations made,  and  record  of  consultations. 

(b)  General  correspondence,  including  bills  for  rent,  tele- 

phone, telegraph,  office  supplies  and  stationery, 
applications  for  positions,  excluding  all  papers 
relating  to  clients'  affairs. 

(c)  Information  and  data  files,  including  catalogs,  also 

bound  and  periodical  literature  in  the  library  un- 
less otherwise  provided  for  by  the  employment  of 
a  regular  librarian. 

Filing  of  Papers 

1155.  The  size  of  the  file  used  will  depend  upon  the  size 
of  the  working  papers  and  the  size  and  form  of  the  report 
used  by  the  individual  accountant. 

1156.  When  reports  to  clients  are  made  up  in  approxi- 
mately the  same  form  as  legal  documents,  the  papers  being 
bound  into  a  cover  at  the  top  edge,  the  legal-size  file  (allow- 
ing for  filing  up  to  91/2  x  15  inches)  will  be  required, 

1157.  Some  accountants  have  found  it  practicable  to  make 
up  their  reports  in  a  form  that  will  permit  of  the  use  of 
either  8%  x  11  inch  paper,  or  paper  that  can  be  folded  into 
that  size  after  being  written. 

258 


FILES    OF    AN    ACCOUNTANT  259 

1158.  This  arrangement  permits  of  the  report  being  bound 
into  a  cover  from  the  side  so  that  it  can  be  handled  like  the 
average  book  or  pamphlet. 

1159.  When  handled  in  this  manner  reports,  etc.,  should 
be  filed  in  correspondence-size  files  (allowing  for  filing  papers 
up  to  9  x  111/2  inches),  accomplishing  a  saving  both  in  space 
and  the  cost  of  filing  equipment  and  supplies. 

Alphabetic  Filing 

1 1 60.  CLIENTS'  FILES.    This  section  of  the  files  is  handled 
on  the  same  basis  as  in  other  professional  lines,  the  client 
being  the  first  unit,  and  material  relating  to  audits,  investi- 
gations, etc.,  for  that  client  being  treated  as  sub-units. 

1161.  A  satisfactory  arrangement  of  the  files  can  be  ob- 
tained by  using  a  third-cut  metal-tip  guide  in  the  first  posi- 
tion at  the  left  for  the  names  of  the  clients,  subdivisions 
being  made  behind  each  client's  guide  for  audits,  statistics, 
systems  and  forms,  by  using  fifth-cut  metal-tip  guides  in  the 
third,  fourth,  and  fifth  positions. 


1162.  Folders  should  be  inserted  as  required  behind  each 
of  these  guides,  the  one  behind  the  guide  bearing  the  name  of 
the  client  to  contain  correspondence  with  the  client,  bills 
rendered,  etc. 

1163.  Working   papers  covering  audits   can  be  filed   in 
folders  or  envelopes  (if  the  latter  are  preferred)  either  with 


26o  INDEXING    AND    FILING 

the  report  or  separately,  as  desired,  the  notation  on  the  top 
edge  of  the  folder  or  envelope  carrying  the  name  of  the 
client  and  the  period  that  the  audit  or  investigation  covers. 

1164.  Behind  the  guide  labeled  "Statistics"  one  or  more 
folders  would  be  used  containing  such  information   as  the 
accountant  considers  desirable  to  work  up  in  connection  with 
the  client's  business,  for  making  comparisons  from  one  year 
to   another,    such   as   purchases,    sales,    turnover,    operating 
expenses. 

1165.  Behind  the  guide  labeled  "Systems-Forms,"   fold- 
ers can  be  maintained  in  the  same  manner  containing  rec- 
ords of  the  systems  in  use,  with  such  samples  of  the  forms  as 
may  be  required. 

1 1 66.  The  divisions  maintained  for  each  client  as  well  as 
the  number  of  folders  or  envelopes  required  behind  a  guide 
will  vary  according  to  the  requirements  of  the  individual 
office  and  the  nature  of  the  service  rendered  the  particular 
client. 

1167.  A  file  or  set  of  files  covering  a  new  client  would  be 
inserted  in  alphabetic  order  (of  the  client's  name),  using  a 
set  of  guides  as  described  in  §  1161. 

1168.  GENERAL  CORRESPONDENCE.     The  material  covered 
by  this  division  can  be  satisfactorily  handled  by  means  of  an 
alphabetic   file   maintained   as   shown   in   the  illustration   on 
page  261,  using  individual  folders  for  such  correspondence  or 
material  requiring  same  because  of  importance  or  bulk,  the 
balance  being  filed  in  the  miscellaneous  folders.     (See  Chap- 
ter VI,  " Direct  Alphabetic  Filing.") 

1169.  INFORMATION  AND  DATA  FILES.     It  is  seldom  that 
this  division  of  the  files  can  be  maintained  satisfactorily  un- 
der an  alphabetic  arrangement,  although  there  will   be  in- 
stances where  this  method  can  be  used  for  some  time  in  the 
smaller  organizations  or  in  instances  where  the  material  does 
not  run  into  volume. 


FILES    OF    AN     ACCOUNTANT 


261 


Adams  Ernest  R 
Acme  White 


1170.  If  it  is  considered  advisable  to  maintain  this  divi- 
sion alphabetically,  the  plan  described  in  §§  414  to  421  (sub- 
ject filing)  can  be  used,  supplemented  by  cross-reference  cards 
as  shown  in  §  436. 

1171.  Owing  to  the  fact  that  accounting  and  systematiz- 
ing material  frequently  relates  to  diversified  subjects,  folders 
should  be  maintained  under  each  subject,  a  cross-reference 
sheet  or  card,  indicating  where  the  material  is  filed,  being 
inserted  in  the  folders  containing  the  related  subjects. 

1172.  Books,  periodicals,  and  catalogs  are  referred  to  in 
the  same  manner,  using  the  index  or  accession  number  of 
the  book  if  it  is  cataloged  and  filed;  otherwise  the  reference 
must  be  by  name  of  the  author,  title  of  the  book,  and  page 


262 


INDEXING    AND    FILING 


for  bound  literature;  or  the  title  of  the  article,  name  of  the 
periodical,  volume  number,  and  page  for  periodical  literature. 

1173.  While  it  is  possible  to  maintain  these  files  under  an 
alphabetic  arrangement,  the  advantages  gained  by  handling 
them   under  a   numeric   arrangement  in  all  three  divisions 
will,  in  the  majority  of  cases,  amply  offset  the  extra  work 
involved. 

Numeric  Filing 

1174.  INDEXES.    Two  indexes  should  be  maintained  cover- 
ing the  three  divisions  of  the  files,  one  for  the  clients'  and 
general  divisions,  and  the  other  for  the  information  and  data 
files,  both  indexes  being  arranged  alphabetically. 

1175.  With  two  distinct  indexes  arranged  in  this  man- 
ner, it  will  only  be  necessary  to  distinguish  between  refer- 
ences to  the  general  and  clients'  files  by  prefixing  a  letter 
to  the  numbers  used  in  designating  1jie   general  files,   the 
numbers  of  the  clients'  files  being  used  without  any  prefix. 

1176.  As  the  numbering  in  the  clients'  and  the  informa- 
tion and  data  files  may  conflict  to  a  small  degree  in  cross- 
referencing  between  the  two  files,  all  references  to  the  clients' 
files  should  have  the  letter  "C"  prefixed  to  the  number  of 
the  file  whenever  any  references  are  entered  in  the  informa- 
tion and  data  files. 

1177.  CLIENTS'  FILES.    As  commissions  are  received  each 
client  is  assigned  a  number  in  consecutive  order  starting  with 
number  1,  a  folder  bearing  the  corresponding  number  being 
placed  in  the  files,  this  folder  containing  all  papers  and  corre- 
spondence of  a  general  character. 


Marshall  Dry  Goods  Co. 


15  White  Street,  New  York  City 


FILES    OF    AN    ACCOUNTANT 


263 


1178.  If  the  client  authorizes  an  audit  of  the  books,  say 
for  the  year  1913,  an  additional  entry  is  made  on  the  index 
card  which  would  then  read: 


Marshall  Dry  Goods  Co. 


15  White  Street,  New  York  City. 
Audit  of  Books,  1913 


1-1 


1179.  A  second  folder  or  envelope  is  filed  immediately 
behind  the  general  folder  of  the  client,  being  numbered  1  -  1, 
in  which  are  placed  all  papers  pertaining  to  the  audit  of 
1913  business,  these  usually  including  a  copy  of  the  audit 
report  and  the  working  papers. 


1180.  Exception.     When  it  is  found  desirable  to  file  the 
working  papers  separately  owing  to  their  bulkiness  or  a  pref- 
erence that  all  working  papers  be  kept  out  of  the  clients' 
files,  the  number  assigned  to  the  audit  can  be  marked  on  the 
envelope  containing  the  working  papers,  these  envelopes  being 
filed  in  the  same  rotation  as  maintained  in  the  clients'  files. 

1181.  In  the  illustration  used  and  with  other  items  of 
similar  nature,  no  cross-indexing  is  required,  but  there  are 
other  types  of  service  that  frequently  involve  outside  parties, 
and  in  such  instances  it  will  be  necessary  to  cross-index. 


264 


INDEXING    AND     FILING 


1182.  For  instance,  in  making  the  audit  report  to  the 
client  a  recommendation  might  have  been  included  that  an 
appraisal  be  made  of  the  entire  plant. 

1183.  The  acceptance  of  the  recommendation  by  the  client, 
authorizing  the  accountant  to  arrange  for  the  appraisal,  might 
be  treated  as  a  new  commission,  the  entry  on  the  index  card 
being  made: 


Marshall  Pry  Goods  Co. 


15  White  Street,  New  York  City. 

Audit  of  Books,  1913 

Appraisal Appraisal  Co.,  1914 


1-1 
1-2 


1184.     This  necessitates  a  cross-index  card  being  made  out 
for  the Appraisal  Co.,  reading: 


Appraisal  Co. 

New  York  City. 

See 

Marshall 

Dry  Goods  Co.  (Appraisal  1914) 

1-2 

1185.  A  folder  or  envelope  would  be  marked  with  the 
number  assigned,  1-2,  all  papers  pertaining  to  the  appraisal 
being  put  in  this  folder,  which  would  then  be  filed  behind 
the  folder  bearing  the  preceding  number  for  the  same  client. 

1186.  In  event  of  the  client  authorizing  another  audit  of 
the  books  for  the  succeeding  year,  an  additional  entry  would 
be  made  on  the  index  card,  which  would  then  read : 


FILES    OF    AN    ACCOUNTANT 


265 


Marshall  Dry  Goods  Co, 


15  White  Street,  New  York  pity, 
Audit  of  Books,  1913 


Appraisal 


Appraisal  Co'. ,  1914 


Audit  of  Books,  1914 


1-1 
1-2 
1-3 


1187.  Index  cards  for  other  clients  would  be  made  out  in 
like  manner,  cross-indexing  whenever  the  name  of  an  indi- 
vidual or  an  organization  other  than  the  client  enters  into 
the  proposition. 

1 1 88.  These  index  cards  are  then  arranged  alphabetically 
in  card  index  trays,  filing  according  to  the  title  or  first  line 
entry  on  each  card. 

1189.  GENERAL  CORRESPONDENCE.    This  division  of  the  files 
should  contain  all  papers,  correspondence,  bills  (paid),  appli- 
cations for  positions,  etc.,  excluding  all  papers  relating  to 
clients  or  services  rendered  to  them,  also  any  material  that 
might  be  classed  as  information  or  data. 

1 1 go.  Maintained  separately  from  the  clients'  files,  the 
folders  in  this  division  should  be  numbered  from  1  up  con- 
secutively, with  a  letter  of  the  alphabet  prefixed  to  distin- 
guish them  from  the  clients'  files,  all  of  the  index  cards 


Now  York  Telephone  Co, 


15  Dey  Street,  New  York  City, 


01 


'Jestarn  Union  Telegraph  Co. 


195  Broadway,   New  York  City, 


(See  §  1191.) 


02 


266 


INDEXING    AND    FILING 


covering  both  divisions  being  filed  behind  one  set  of  guides 
as  indicated  in  §  1174,  disregarding  the  nature  of  the 
reference. 

1 191.  Index  cards  are  made  out  as  required  for  each  name 
or  subject,   with  additional  cards  for  cross-indexing   when 
necessary.     (See  illustration  at  bottom  of  page  265.) 

1192.  When  letters  from  a  number  of  individuals  are  filed 
under  the  title  or  subject,  the  index  card  is  made  out  for  the 
subject  heading  and  cross-index  cards  for  each  name  involved, 
as  shown  in  the  following  first  two  illustrations. 


Arnold,  George  D, 


See 


Applications  for  positions 


03-2 


Applications  for  positions 


03 


Certified  Public  Accountants 

Senior  Accountants 

Junior  Accountants 

Bookkeepers 

Clerical 

Stenographers 


03-1 
03-2 
03  -  3 
03  -  4 
03  -  5 
03-6 


Stenographers 


See 


Applications  for  positions 


03-6 


Accountants 


See 


Applications  for  posit ions :- 
Certified  Public  Accountants 
Senior  Accountants 
Junior  Accountants 


03-1 
03-2 
03-3 


FILES    OF    AN    ACCOUNTANT  267 

1193.  Cross-index  cards  should  also  be  made  out  covering 
the  subheadings,  each  card  being  filed  in  its  proper  alpha- 
betic sequence.     (See  last  two  illustrations  on  page  266.) 

1194.  INFORMATION  AND  DATA  FILES.     When  maintained 
under  numeric  arrangement,  this  division  of  the  files  can  be 
operated  to  the  best  advantage  along  the  lines  described  in 
Chapter  XVI,  "Information  and  Data  Files." 

1195.  As  indicated  in  connection  with  the  classifications 
given  in  other  chapters  covering  the  filing  of  professional 
records,  any  classification  would  be  subject  to  more  or  less 
revision  on  the  part  of  the  individual  accountant  according 
to  the  scope  of  his  work  and  field  in  which  he  is  specializing. 

1196.  The  following  classification  has  been  prepared  as  an 
illustration  of  the  method  of  working  out  such  classifications, 
and  it  may  be  possible  to  use  it  as  a  basic  outline,  filling  in 
additional  items  as  the  material  for  this  division  of  the  files 
is  accumulated. 

1197.  No  claim  is  made  that  it  is  either  ideal  or  complete, 
it  being  suggested  that  additions  and  possibly  revisions  may 
be  necessary  prior  to  acceptance  as  a  standard  classification, 
or  to  bring  it  up  to  the  requirements  of  an  individual  office. 

CLASSIFICATION 

INFORMATION  AND  DATA  FILES  FOR  ACCOUNTANTS 
General  Divisions 

1  ACCOUNTING  -  AUDITING 

2  BIBLIOGRAPHY 

3  BANKING 

4  MONEY  AND  EXCHANGE 

5  INVESTMENT  -  SPECULATION 

6  EXTRACTIVE 

7  PURCHASING 

8  PRODUCTION 


268  INDEXING    AND    FILING 

9  COST  ACCOUNTING 

10  DISTRIBUTION 

11  PUBLIC  SERVICE 

12  ASSOCIATIONS  AND  INSTITUTIONS 

13  COMMERCIAL  -  INDUSTRIAL  ORGANIZATIONS 

14  REAL  ESTATE 

15  INSURANCE 

16  PUBLISHERS 

17  GOVERNMENT,  NATIONAL 

18  GOVERNMENT,  STATE 

19  GOVERNMENT,  COUNTY 

20  GOVERNMENT,  MUNICIPAL 

21  OFFICE  APPLIANCES 

22  EXPORTS 

23  IMPORTS 

24  PROFESSIONS 

25  CORPORATIONS 

26  EFFICIENCY 

27  INDEXING  -  FILING 

28  ADMINISTRATION,  GENERAL 

29  ADMINISTRATION,  EMPLOYEES 

1198.     Each  of  these  general  divisions  are  divided  and  sub- 
divided as  required  in  the  following  manner: 

1  ACCOUNTING  -  AUDITING 

1  -  1  Terminology  and  Definitions. 

1-2  Bookkeeping. 

1  -  2  a  Single-Entry. 

1  -  2  b  Double-Entry. 

1  -  3  Cash. 

1  -  3  a  Petty  Cash  (Imprest). 

1  -  4  Journals. 

1-5  Ledgers. 

1  -  5  a  Boston. 

1  -  5  b  Loose-Leaf. 

1  -  5  c  Card. 

1  -  6  Valuations  -  Appraisals. 


FILES    OF    AN    ACCOUNTANT  269 

1  -  6  a  Inventories. 

1-7  Depreciation. 

1  -  8  Capital. 

1  -  8  a  Net  Worth. 

1  -  9  Profit  and  Loss. 

1  -  9  a  Revenue. 

1  -  9  b  Expense. 

1  -  9  c  Service. 

1  -  10  Interest. 

1  -  11  Discount. 

1  -  12  Accounts  Receivable. 

1  -  12  a  Sales  Invoicing. 

1  -  12  b  Statements. 

1-13  Accounts  Payable. 

1  -  13  a  Voucher  Systems. 

1  -  14  Negotiable  Instruments. 

1  -  14  a  Checks. 

1  -  14  b  Bills  of  Exchange. 

1  -  14  c  Certificates  of  Deposit. 

1  -  14  d  Notes,  Promissory. 

1  -  14  e  Bills  of  Lading. 

1-15  Non-negotiable  Instruments. 

1-16  Controlling  Accounts. 

1  -  17  Reserves. 

1  -  18  Budgets. 

1  -  19  Good-Will. 

1  -  20  Burden. 

2  BIBLIOGRAPHY 

2  -  1  Journal  of  Accountancy. 

2-2  Engineering  Magazine. 

2-3  U.  S.  Treasury  Decisions. 

2  -  4  American  Statistical  Association  (Quarterlies). 

2  -  5  National  Municipal  Review  (Quarterlies). 

2  -  6  Journal  of  Political  Economy. 

2  -  7  National  Association  of  Credit  Men  Bulletins. 


270  INDEXING    AND    FILING 

3  BANKING 

3  -  1  Federal  Reserve  Board. 

3  -  2  Federal  Reserve  Banks. 

3  -  3  National  Banks. 

3  -  4  State  Banks. 

3  -  5  Trust  Companies. 

3  -  6  Savings  Banks. 

3  -  6  a  Postal  Savings  Banks. 

3  -  6  b  School  Savings  Banks. 

3  -  1  Private  Banks. 

3-8  Building  and  Loan  Associations. 

3-9  Clearing  Houses. 

4  MONEY  AND  EXCHANGE 

4  -  1  Monetary  Standards  of  the  World. 

4  -  2  Mediums  of  Exchange. 

4  -  3  Foreign  Exchange. 

4  -  4  Domestic  Exchange. 

5  INVESTMENT  -  SPECULATION 
5-1  Stock  Exchanges. 

5  -  2  Produce  Exchanges. 

5  -  3  Coffee  Exchange. 

5-4  Cotton  Exchange. 

5  -  5  Metal  Exchanges. 

5  -  6  Stocks. 

5  -  7  Bonds. 

5  -  7  a  Debenture. 

5  -  7  b  Municipal. 

6  EXTRACTIVE 
6-1  Mining. 

6  -  1  a  Coal,  Anthracite. 

6  -  1  b  Coal,  Bituminous. 

6  -  1  c  Copper. 

6  -  1  d  Silver. 

6  -  2  Agriculture. 

6  -  2  a  Farming. 

6  -  2  b  Dairies. 


FILES    OF    AN    ACCOUNTANT  271 

" 


7 

PURCHASING 

8 

PRODUCTION 

9 

COST  ACCOUNTING 

10 

DISTRIBUTION 

10  - 

1 

Marketing. 

10  - 

1  a 

Direct,    i 

10  - 

1  b 

Agency. 

10  - 

1  c 

Mail  Order. 

10  - 

1  d 

Consignment. 

10  - 

1  e 

Delivery. 

10  - 

1  f 

Pricing. 

10  - 

1  g 

Records. 

10  - 

2 

Advertising. 

11 

PUBLIC  SERVICE 

11  - 

1 

Railroads. 

11  - 

1  a 

Steam  Railroads. 

11  - 

1  b 

Electric  Railroads. 

11  - 

2 

Navigation. 

11  - 

3 

Electric  Light  and  Power. 

11  - 

4 

Telephone. 

11  - 

5 

Telegraph. 

11  - 

6 

Gas. 

11  - 

7 

Water. 

11  - 

8 

Cemeteries. 

12 

ASSOCIATIONS  AND  INSTITUTIONS 

12  - 

1 

Educational. 

12  - 

1  a 

Alumni. 

12  - 

2 

Hospitals. 

12  - 

3 

Charitable  and  Social  Service. 

12  - 

4 

Trade  Associations. 

12  - 

5 

Employees'  Associations. 

12  - 

5  a 

Labor  Organizations. 

12  - 

6 

Fraternities. 

272  INDEXING    AND    FILING 

13  COMMERCIAL  -  INDUSTRIAL  ORGANIZATIONS 

13  -  1  Textiles. 

13  -  1  a  Cotton. 

13  -  1  b  Silks. 

13  -  1  c  Woolens. 

13  -  1  d  Converters. 

13  -  1  e  Shrinkers. 

13  -  1  f  Bleachers. 

13  -  2  Storage. 

13  -  2  a  Free  Warehouses. 

13  -  2  b  Bonded  Warehouses. 

13  -  2  c  Household. 

13  -  2  d  Cold  Storage. 

13  -  2  e  Grain  Elevators. 

13  -  2  f  Coal  Pockets. 

13  -  2  g  Safe  Deposit. 

13  -  3  Wearing  Apparel— Men. 

13  -  4  Wearing  Apparel — Women  and  Misses. 

13  -  5  Wearing  Apparel — Children. 

13  -  6  Wearing  Apparel — Infants. 

13-7  Laces  and  Embroideries. 

13-8  Paints  and  Varnishes. 

13  -  8  a  Bronze  Powders  and  Paints. 

13  -  9  Foundries. 

13  -  10  Breweries. 

13  -  11  Vehicles. 

13  -  11  a  Automobiles. 

13  -  11  b  Auto  Trucks  (Commercial). 

13  -  11  c  Motorcycles. 

13  -  11  'd  Wagons  and  Carriages. 

13  -  11  e  Bicycles. 

14  REAL  ESTATE 

14  -  1  Real  Estate  Accounting. 

15  INSURANCE 
15  -  1  Life. 


FILES    OF    AN    ACCOUNTANT  273 


15  - 

1  a 

Mutual. 

15  - 

1  b 

Association. 

15  - 

1  c 

Fraternal. 

15  - 

2 

Accident  and  Health. 

15  - 

3 

Fire. 

15  - 

4 

Marine. 

15  - 

5 

Boiler. 

15  - 

6 

Elevator. 

15  - 

7 

Liability. 

15  - 

7  a 

Public. 

15  - 

7  b 

Employers7. 

15  - 

8 

Automobile. 

15  - 

9 

Burglary. 

15  - 

10 

Title. 

15  - 

11 

Plate  Glass. 

15  - 

12 

Fidelity  (Bonding). 

16  PUBLISHERS 

16  -  1  Newspapers. 

16  -  1  a  Morgue  (Clipping files). 

16  -  2  Magazines. 

16  -  3  Books. 

17  GOVERNMENT,  NATIONAL 
17  -  1  Executive. 

17  .  2  Legislative. 

17  -  2  a  Senate. 

17  -  2  b  House  of  Representatives. 

17  .  2  c  Library  of  Congress. 

17  -  3  State  Department. 

17  -  3  a  Consular  Service. 

17  -  4  War  Department. 

17  -  5  Navy  Department. 

17  -  6  Post-Office. 

17  -  7  Department  of  the  Interior. 

17  .  8  Treasury  Department. 

17  .  8  a  Customs. 

17  .  8  b  Internal  Revenue. 


274  INDEXING    AND    FILING 

17  -  8  c  Income  Tax. 

17  -  9  Department  of  Agriculture. 

17  -  10  Department  of  Commerce. 

17-11  Department  of  Justice. 

17  -  12  Department  of  Labor. 

17  -  13  Interstate  Commerce  Commission. 

18  GOVERNMENT,  STATE 
18  -  1  Executive. 
18-2  Legislative. 

18  -  3  Department  of  Health. 

18-4  Department  of  Education. 

18-5  Public  Service  Commission. 

18  -  5  a  First  District. 

18  -  5  b  Second  District. 

19  GOVERNMENT,  COUNTY 

20  GOVERNMENT,  MUNICIPAL 
20  -  1  Executive. 

20  -  2  Legislative. 

20  -  3  Police  Department. 

20  -  4  Fire  Department. 

20  -  4  a  Bureau  of  Fire  Prevention. 

20  -  4  b  Bureau  of  Combustibles. 

20  -  4  c  Fire  Alarm  Telegraph. 

20  -  4  d  Training  School. 

21  OFFICE  APPLIANCES 
21-1  Adding  Machines. 

21  -  2  Calculating  Machines. 

21  -  3  Bookkeeping  Machines. 

21  -  4  Billing  Machines. 

21  -  5  Addressing  Machines. 

21  -  6  Duplicating  Machines. 

21  -  6  a  Stencil. 

21  -  6  b  Gelatine. 

21  -  6  c  Typesetting. 


FILES    OF    AN    ACCOUNTANT  275 

21  -  7  Folding,  Sealing,  Stamping  Machines. 

21  -  8  Tabulating  Machines. 

21  -  8  a  Hollerith. 

21  -  8  b  Powers. 

21  -  9  Phonographs  (Commercial). 

21  -  10  Office  Furniture. 
21-11  Filing  Equipment. 

22  EXPORTS 

22  -  1  Packing  Requirements— Foreign. 

22  -  2  Shipping  Requirements— Foreign. 

22  -  3  Consular  Invoices. 

22  -  4  Foreign  Custom  House  Regulations, 

22  -  5  Banking,  Drafts. 

23  IMPORTS 

23  -  1  Duties,  Tariffs. 

23  -  1  a  Drawbacks. 

23  -  2  Custom  Houses. 

23  -  2  a  Public  Stores. 

23  -  2  b  Bonded  Warehouses, 

24  PROFESSIONS 
24  -  1  Accountants. 
24  -  2  Architects. 
24  -  2  a  Landscape. 
24  -  2  b  Naval. 

24  -  3  Engineers. 

24  -  3  a  Civil. 

24  -  3  b  Mechanical. 

24  -  3  c  Electrical. 

24  -  3  d  Industrial. 

24  -  3  e  Efficiency. 

24  -  4  Attorneys. 

24  -  5  Physicians  and  Surgeons. 

24  -  5  a  Dentists. 

24  -  5  b  Oculists. 

24  -  5  c  Veterinaries. 


276 


INDEXING    AND    FILING 


25  CORPORATIONS 

25  -  1  Accounting. 

25  -  1  a  Income  Tax  Reports. 

25  -  2  Holding  Companies. 

25  -  3  Mergers. 

25  -  4  Capital  Stock. 

25  -  4  a  Common  Stock. 

25  -  4  b  Preferred  Stock. 

25  -  4  c  Dividends. 

25  -  4  d  Underwriting. 

26  EFFICIENCY 

27  INDEXING  -  FILING 

28  ADMINISTRATION,  GENERAL 

29  ADMINISTRATION,  EMPLOYEES 

1199.  In  developing  any  classification  of  this  character, 
care  should  be  taken  to  avoid  a  common  mistake,  i.e.,  attempt- 
ing to  consolidate  too  much  material  into  any  one  group,  as 
experience  has  shown  that  better  results  can  be  obtained  in 
many  instances  by  splitting  some  subjects  into  two  or  more 
classes,   as   evidenced   in   the   foregoing   classification   where 
Government  is   divided   into  four   groups,   National,    State, 
County,  and  Municipal. 

1 200.  In  files  of  this  type  pertaining  to  accounting  and 
kindred  subjects,  it  will  be  found  that  a  great  deal  of  the  ma- 
terial is  too  bulky  to  be  contained  in  the  folders  (books,  pe- 
riodicals, pamphlets,  year  books,  etc.)  ;  consequently  any  num- 
ber of  folders  may  only  contain  one  or  more  cross-reference 
cards  or  sheets  indicating  the  location  of  the  material  re- 
ferred to. 

1201.  With  the  subjects,  divisions,  and  ramifications  prop- 
erly indexed  as  described  in  §§  653  to  660,  and  the  cross-refer- 
encing carried  out  in  accordance  with  §§  661  to  663,  the  estab- 
lishment of  this  division  of  the  files  will  have  been  accom- 


FILES    OF    AN    ACCOUNTANT  277 

plished.  The  details  should  be  carried  out  in  accordance  with 
Chapter  XVI,  " Information  and  Data  Files,"  in  which  the 
foregoing  references  appear. 

Tickler  or  Follow-up  Files 

1 202.  Practically  every  public  accountant  finds  it  necessary 
to  keep  track  of  various  dates  in  connection  with  work  to  be 
done  or  reports  to  be  made  up  for  clients  at  stated  intervals, 
such  as  income  tax  reports  for  individuals,  partnerships,  and 
corporations,  etc. 

1203.  It  is  suggested  that  provision  be  made  for  this  in 
accordance  with  §§  285  to  290,  carrying  tickler  cards  pertain- 
ing to  matters  recurring  at  definite  dates  forward  from  one 
year  or  period  to  the  next. 


INDEX 

(References  are  to  sections) 


ABBREVIATIONS, 

avoidance  of,  141,  142,  168,  169 
filing  of,  178,  179 
misfiling  caused  by,  142 
ABSTRACT  METHOD  OF  PILING,  19 
ACCENT    MARKS    AFFECT    FILING, 

188 

ACCESSION  RECORD,  700 
accountants'  information  files, 

1197,  1198 

architectural   plates   and   pho- 
tos, 1125,  1126 
books  (bound  literature),  664- 

667,  696-699 
information  and  data  files,  647- 

652 

not  an  indexing  medium,  650 
periodicals,  656-657 
ACCOUNTANTS'  FILING,  1153-1203 
alphabetic,  1160-1173 
classification — information 

files,  1197-1198 
clients'  files, 

alphabetic,  1160-1167 

numeric,  1177-1188 
correspondence  (general) 

alphabetic,  1168 

numeric,  1189-1193 
indexes,  1174-1188,  1190-1192 
information  and  data, 

alphabetic,  1169-1173 

numeric,  1194-1201 
numeric,  1174-1201 
papers,  working,  1155,  1163 
reports,  1155-1159 
statistics,  1164,  1165 
tickler  or  follow-up,  1202,  1203 
ADDRESS, 

designation  of,  166-169 


filing  affected  by,  176,  185,  190, 

193 

ADDRESSING  MACHINE, 
affects  quality  of  cards,  125 
imprinting  names   on   folders, 

317,  318 

stencil  plate  filing,  407,  408 
ADJECTIVE,    subject   or   title   not 

designated  by,  644  e 
ADVERSUS,  AD  Vs.,  OR  ADS.,  1007 
ALPHABETIC  FILING, 

advantages  and  disadvantages, 

313,  314,  315 
cards,  170-192 
errors,  458-474 
folders, 

arrangement,  309,  311,  312 
miscellaneous,  310,  312,  326, 

332 
miscellaneous,   as   guides, 

516-519 
guides, 

arrangement,  308,  312 
card,  201-224 

quantity  required,  237-239 
papers,  306-332  (See  also  card 

filing  rules,  170-192) 
rules, 

cards,  170-192 
papers,  306-332 

ALPHABETIC  NOTATION,  630-632 
ALPHABETIC-NUMERIC  FILING,  333- 

363 

"Automatic,"  348-363,  937,  938 
guide  used  as  register,  342-345 
notation,  form  of,  623-628 
two-name,  348-363 
ALPHABETING,  1 
"ALPHA-MERICAL,"  935-936 


279 


280 


INDEX 


(References  are  to  sections) 


ANALYSIS  OF  FILES,  565-578 
alphabetic  files,  578 
numeric  files,  577 
APOSTROPHE,    filing    affected    by, 

183,  184 

ARCHITECTURAL  FILING,  1059-1152 
catalogs,  733-742,  1123 
catalog  sizes,  758,  759 
classification, 

drawings,  1098 

plates  and  photos,  1125,  1126 

specification,  1076 
collection  of  papers,  1142-1149 
commissions     and     contracts, 

1062,  1063 

cross-indexing,  1088,  1089,  1092 
delivery  and  receiving  records, 

1133-1141 

divisions  of  files,  596,  1061 
drawings,  1095-1110 

classification  numbers  of, 
1097,  1098 

file  by  job  number,  593 

full-size  detail,  1107,  1108 

indexing,  1100,  1101 

numbering  of,  1099 

shop,  1109,  1110 
estimates,  1079 
filing  cabinets,  927 
general   files    (See   trade   and 

general  files,  1111-1122) 
guides,  1080,  1093 
index,  1086,  1087,  1090 

drawings,  1096,  1100,  1101 

plates  and  photographs,  1127 

trade  and  general  files,  1121, 

1122 
jobs, 

filed  alphabetically,  1064- 
1070 

filed  alphabetically  by  speci- 
fication grouping,  1072- 
1082 

filed  numerically  by  specifi- 


cation grouping,  1083-1088 

library,  1124-1127 

receiving  records,  1134-1137 

specification  classification, 
1076 

specification  filing,  1094 

trade  and  general  files,  1111- 
1122 

alphabetic,  1120 
numeric,  1121,  1122 

transferring,  1150,  1151 
ARRANGEMENT, 

papers  in  folders,  256-262 

subject  matter  on  index  cards, 

141-169 
ARTICLE, 

"a,"   "an,"   or   "the"  is   disre- 
garded in  filing,  180 

indexing,  arrangement  of  Eng- 
lish article  "the,"  149 

indexing,  arrangement  of  for- 
eign articles,  156 
AUTHORITY     TO     TRANSFER     RE- 
QUIRED, 1035,  1151 
"AUTOMATIC"  CORRESPONDENCE 
FILING,  348-363,  937,  938 

B 
BASKETS,    FILE,    249,    250,    1144? 

1149 
BILL  FILING, 

equipment,  927 

invoices, 

purchase,  822-836 
sales,  837-851 

BLOCK  (See  follow  block,  25,  267) 
BOOK,  ACCESSION,  700 
BOOK- 

accession  numbers,  696,  699 

cards,  709-712 

form  of  index,  41 

plates,  693-695 

pockets,  708 


INDEX 
(References  are  to  sections) 


281 


BOOKS  (BOUND  LITERATURE), 
commercial  libraries,  690-714 
digests    for    information    and 

data  files,  664-667 
index  to,  701,  702 
labeling  of,  706 

Box  FILE,  15 

"BURR"  INDEX,  definition,  42,  43 


CABINETS     (See    "Filing    Equip- 
ment") 
CARD- 

filing  cabinets,  927 

filing  rules,  170-243 

sizes,  131,  132,  928-933 

stock,   weight  and   color,  122- 
130 

system,  2 

writing, 

inks,  134,  135 
typewritten,  136-138 

CARDS, 

numbering  of,  143 
ruling  of,  137-140 
selection  of,  122-133 
tab,  84,  85 
and  shoulder,  88 
serrated,  86,  87 
tabulating,  guides,  235,  236 
CASES,  SECTIONAL, 

(See  horizontal   units,  901  b, 

905-910) 
(See  vertical  units,  901  c,  911- 

915) 

CASES,   SOLID    (See  filing  equip- 
ment, 901  a,  903,  904) 
CATALOG,  3 
CATALOG  AND   PAMPHLET  FILING, 

715-759 

CATALOGING  OF  BOOKS,  690-714 
alphabetic  method,  715  a,  716- 

721 
filing  equipment,  748-757 


group  numeric  method,  715  c, 

733-741 

guides  required,  752 
indexing,  737-747 
numeric  method,  715  b,  722-732, 

744-747 

CATCHWORD,  definition,  4 
CENTRAL     FILING      DEPARTMENT, 

534-559 
CHART, 

"Automatic,"  355 
index,  44 
CHECK  AND  VOUCHER  FILING,  852- 

868 

in  banks,  855-868 
pass-book  method,  858-864 
statement  method,  865-868 
CHECK  FILES,  927 
CHECKING,  5 

"Automatic"  filing,  361 

indexing,  384  e 

numeric   filing,   366,   369,   376, 

455 

CHECK-SORTER  PROJECTION,  29 
CHRONOLOGICAL  ARRANGEMENT  IN 

FOLDERS,  257-259 
CLASSIFICATION, 
accountant's  information  files, 

1197,  1198 

architectural  drawings,  1098 
architectural  photographs  and 

plates,  1125,  1126 
architectural  specifications, 

1076 

decimal,  43i;  432 
Dewey  decimal,  422,  423 
telephone,  425 
Williams'  R.  R.,  425 
CLASSING, 
and  grouping  of  records,  560- 

606 

definition,  6 
CLIPPINGS,  668-684 
magazine,  673-677 


282 


INDEX 
(References  are  to  sections) 


CLIPPINGS   (Continued) 
newspaper,  668-672 
numbering,  679 
transient  value  of,  680,  681 
unmounted,  682-684 
CLIPS, 

cause  of  misfiling,  453 
remove    before    filing    papers, 

251 
COLLECTIONS  OF  FILE  PAPERS,  248- 

250,   552,  553,  1142-1149 
COLORED 

cards,  129,  130 

paper  for  file  copies,  244,  245, 

247 

paper  for  transcripts,  246 
COMMODITY  INDEX,  953,  954 
COMPOUNDS, 
filing  compound  given  names, 

175 
filing    compound    names    and 

words,  185-187 
CONJUNCTIONS  (AND), 

disregarded  in  filing,  180 
CONTRACTS,    architectural,    1062, 

1063 

CORPORATION  NAMES, 
filing  of,  154 
indexing  of,  153,  155 
CORRESPONDENCE  FILING, 
alphabetic,  306-332 
alphabetic-numeric,  333-363 
"Automatic,"  348-363 
cabinets,  927 
geographic,  392-410 
miscellaneous, 

alphabetic,  310,  312,  325-332 
geographic,  405 
numeric,  385-391 
misfiling  of  papers,  437-480 
numeric,  364-391 
purchase  records,  777,  778 
subject,  268,  269,  411-436,  687- 
089 


CREDIT  RECORDS,  801-821 

cabinets,  927 

cabinets  locked,  548,  821 

collections,  814-820 

folders,  802-807 

geographically  filed,  811-813 

index,  808-810 
CROSS-INDEXING, 

alphabetic  files,  319 

alphabetic  subject  files,  420 

cards,  145-148 

information  and  data  files,  654- 
655 

method  of,  160,  162 

"See,"  147 

"See  also,"  148 

synonyms,  479,  480,  644  d 
CROSS  REFERENCE,  7,  8 

alphabetic  files,  320,  321 

alphabetic  subject  files,  419,  420 

information     and     data    files, 
661-666,  686-689 

numeric  subject  files,  436 
CUMULATIVE     INDEX,     guide     ar- 
rangement, 220-224 


DATA, 

filing  equipment  sizes,  927 
information     and     data    files, 

635-714 
DAY  SLIPS    (legal   filing),   1048- 

1047 
DECIMAL     CLASSIFICATION,     4S1. 

432 

Dewey,  422-423 
notation,  629 
telephone,  425 
Williams'  railroad,  425 
DEFINITIONS    (alphabetically   ar- 
ranged), 1-94 

DELIVERY  RECORDS,  in  architect's 
office,  1138,  1139 


INDEX 
(References  are  to  sections) 


283 


DEPARTMENT  STORES,  divisions  of 

files,  599 
DEPARTMENTS, 

distinguished  by  color  of  pa- 
per, 247 

reference  between,  252-254 
DESTROYING  PAPERS,  508-514 
DEWEY  DECIMAL  CLASSIFICATION, 

422,  423 

.DIARY,  in  legal  filing,  1040-1042 
DICTIONARY  ARRANGEMENT,  9,  10 
170,  171  (See  also  "Directory 
Arrangement") 
DIGEST, 

definition,  11,  12 
in  information  and  data  files, 

661-666 

in  legal  filing,  1050-1056 
"DIRECT  ALPHABETIC,"  941,  942 
"DIRECT  NAME,"  943,  944 
DIRECTORY  ARRANGEMENT,  13,  173, 
174    (See    also    "Dictionary 
Arrangement") 
DISTRIBUTORS  (See  sorting  trays, 

83) 

DOCUMENT  FILING  CABINETS,  927 
DRAFT  COPY,  14 
DRAWINGS  AND  PRINTS,  592 
filing  cabinets,  927 
filing  in  architect's  office,  593, 

1095-1110 
filing  in  manufacturing  office 

594 

DUPLEX  NUMERIC,  426-436 
comparison    with   decimal   ar- 
rangement, 432 
form  of  notation,  618-622 

E 

"ECONOMY"  INDEX,  945-948 
ELECTROTYPES  AND  CUTS,  869-900 
cabinets,  927 

catalog  or  mail  order  houses, 
888,  889 


customers',  883-885 
indexing,  890-892 
numbering,  873-876 
printing  plants,  877-882 
proof  files,  886,  887,  898-900 
social  service  or  welfare,  895- 
897 

ET  AL.,  1015 

"EXPANDEX,"  949,  950 

EXPANSION, 
folders,  23,  448 

guide   arrangement   providing 
for,  220-224,  324 


FACE  SHEETS,  303 
FASTENERS, 

cause  of  misfiling,  453 

removal   before   filing   papers, 

251 
FILE, 

box,  15 

flat,  16 

horizontal,  901  b,  905-910 

solid,  901  a,  903,  904 

vertical,  17,  18,  901  c,  911-915 
FILING, 

abbreviations,  178,  179 

abstract  method,  19 

accountants',  1153-1203 

alphabetic,  306-332 

alphabetic-numeric,  333-363 

architectural,  1059-1152 

"Automatic,"  348-363,  937,  938 

cabinets,  901-927 

cabinets,  overloaded,  452 

catalogs   and   pamphlets,    715- 
759 

central  filing  department,  534- 
559 

checks  and  vouchers,  852-868 

compound    geographic    names, 
185 

compound  proper  names,   186 


284 


INDEX 


(References  are  to  sections) 


FILING  (Continued) 
compound  words,  187 
credit  records,  801-821 
definitions,  1-94 
department  arrangement,  540- 

544 

department  location,  538,  539 
department  rules,  549-559 
dictionary  arrangement,  9,  10, 

170,  171 

directory  arrangement,  13 
divisions  of  files,  545-548 
drawings  and  prints,  592-594 
electrotypes  and  cuts,  <«6y-900 
equipment,  554-557,   001-998 

box  file,  15 

credit  file,  548 

flat  file,  16 

horizontal    nle,    901    b,    905- 
910 

private  files,  548 

transfer,  526-533 

vertical   file,   17,   18,   901   c, 

911-915 
folders,    overloaded,    446,    447, 

448 
foreign   names   or  titles,   188, 

198 

geographic,  392-410 
geographic    compound    names, 

185 
government  department  names, 

192 
guides   precede   material,   212, 

213 

guides  required,  219,  265,  266 
guides,  use  of,  200-243 
information  and  data,  635-714 
lawyers',  999-1058 
names, 

given,  142,  157,  174 

given   (compound),  175 

proper  or  surnames,  170-173, 
177 


proprietary    concerns,     145, 
477 

names   and   subjects   in   same 
sequence,  199 

names    repeated,    address    va- 
ried, 176,  193 

numerically,  364-391 

papers,  244-305 

papers — clips,  pins,  and  fasten- 
ers to  be  removed,  251 

proper   names,   dictionary   ar- 
rangement, 170-173,  177 

purchase  invoices,  837-851 

purchase  records,  760-781 

rules,  170-243 

sales  invoices,  585-587,  822-836 

sales  records,  782-800 

subject,  411-436 

surnames,  172,  173,  177 

terminology,  1-94,  601-606 

titles,  181,  188,  189 

transfer  equipment,  526-533 
FILING  EQUIPMENT, 

box  file,  15 

cabinets, 

horizontal,  901  b,  905-910 
solid,  901  a,  903,  904 
vertical,  17,  18,  901  c,  911-915 

capacity  card  drawers  in  ver- 
tical units,  915 

capacity  vertical  file  drawers, 
913 

credit  file,  548,  821 

flat  file,  16 

sizes  of  cabinets,  924,  927 

sizes  of  cards,  928-933 

sizes  of  folders,  934 

transfer  equipment,  526-533 

FLAT  FILES,  16 

FOLDERS,  20 
binder  type,  24 
in  credit  files,  803 
in  legal  files,  1028 


ffrDEX 
(References  are  to  sections) 


285 


FOLDERS  (Continued) 
credit  files, 

use  individual  folders  only, 

802,  806 

expansion  type,  23,  448 
individual, 
decreases  number  of  guides, 

323 

in  credit  files,  802 
replacing  miscellaneous  fold- 
ers, 326,  391 

miscellaneous,    310,    312,    326, 
332,  391 
as     guides     in     transferred 

files,  516-519 

not  used  in  credit  files,  806 
overloaded,     causes    misfiling, 

446,  447,  448 

papers  arranged  in,  256-262 
straight  edge,  21 
subject  file,  417,  419 
tabbed,  22 
transferred,   to   be   marked  as 

such,  520-523 
transferring    to     be    avoided, 

449,  502 
FOLLOW  BLOCK,  25 

correct  use  of,  267 
FOLLOW-UP  METHODS,  285-302 
FOREIGN  ADDRESSES,  filing  affected 

by,  193 

FOREIGN  NAMES  OR  TITLES,  filing 
of,  156,  188,  198 

G 

GEOGRAPHIC  FILING,  392-410 
alphabetic  name  list  as  check, 

409 
compound   names   and   words, 

185 

guides  for  cards,  202,  204 
guides     for     papers,     205-207, 
396-401 


state   and   name   guiding,   406 
state,  county,   and  town  lists, 

402 
state,  town,  and  name  guiding, 

403-405 
stencil  plates,  407,  408 

GLOBE  RULED  CARDS,  140 
"GRAVITY"  VISIBLE  INDEX,  951,  952 
GROUPING    (See   "Classing") 
GUIDES,  26,  27,  28 
alphabetic,  201 

duplex      designations,      214, 
215 

single   designations,   216-218 

values;  percentage  of  guides 

per  letter,  237-239 
angle  top,  36,  37 
catalog  filing,  716,  752 
celluloided,  30-33 

inset,  32 

opaque,  33 

check  sorter,  29,  445,  473 
copy  for  special  lists,  225-228 
correspondence,     322-332,    441- 

443 

cumulative  index,  220-224 
expansion  of  list,  220-224 
geographic,   202-207,  396,   401 
inset  celluloided,  32 
measurement  of,  240-243 
metal  tip,  34,  35,  232-234,  324, 

829,  860,  1033,  1161 
misfiling  due  to  duplex  desig- 
nation, 444 
misfiling  due  to  omitting,  440, 

473 

numeric,  208 
opaque  celluloided,  33 
percentage    of   per   alphabetic 

division,  237-239 
precede  material  filed,  443 
quantity  required,  219.  441 


286 


INDEX 


(References  are  to  sections) 


GUIDES  (Continued) 
quantity  increased  by  omission 

of  folders,  263,  264 
rod  projection,  29,  445,  473 
staggered  positions,  27 
stock  used,  229-234 
subject  filing,  alphabetic,  414- 

419 

tabbing  of,  28,  200 
tabulating  cards,  235,  236 
transferring  alphabetic  files, 

516-519 

transferring  numeric  files,  515 
use  of,  200-243,  322-332,  441-443 
GUIDING,  38 

geographic,    202,    204-207,    396- 

496 
ledger  cards,  209-211 

H 
HOLLERITH     TABULATING     CARDS 

AND  GUIDES,  235,  236 
HORIZONTAL    FILES,    901    b,    905- 

910 
HYPHEN, 

compound   names   and   wordtf, 

186,  187 
decimal  point  replaced  by,  429 

I 

IDEAL  INDEX,  955,  956 
''INCORPORATED"  OR  "INC.,"  disre- 
garded in  filing,  153,  154 
INDEX,  39,  40,  95-117 
book  form  of,  41,  97-100 
"Burr,"  42,  43 
card  writing, 
inks,  134,  135 
typewritten,  136-138 
chart,  44 

dictionary   arrangement,    9-12, 
170 


directory  arrangement,  13,  173, 

174 

loose-leaf,  101-106 
phonetic,  45-51,  194-198 
process    of    establishing,    119, 

120 

visible,   52,   111-117 
vowel,  53-56 

INDEX  CARDS,  2,  107,  110 
color,  129,  130 
cross  index,  145,  146,  147,  148, 

659,    1007,   1010,    1014,   1016, 

1089,  1092,  1184,  1191,  1192 
main,  144 

numeric  filing,  366-368 
quality  of,  122-125 
rules  for  filing,170-243 
rules  for  writing,  118-169 

articles,      French,      Italian, 
Spanish,   156 

article  "the,"  149 

date  marked  on  card  to  show 
opening,  164,  165 

given   names,   142,   150,   157 

"Incorporated"  or  "Inc.,"  153, 
154 

"Limited"  or  "Ltd.,"  155 

names  of  individuals,  inver- 
sions, 150,  151 

names  of  institutions,  firms, 
etc.,  149,  157 

subject,  158-163 

titles,  arrangement,  151,  152 
ruling  of,  137-140 
size  and  form  of,  131-133 
stencil  lists,  125 
thickness  or  weight,   126-128 
INDEXING,  57 
books  in  commercial  libraries, 

701-705 

cross-indexing,  58 
information     and     data    flies, 

653-655 


INDEX 


287 


(References 
INDEXING  (Continued) 

phonetic,  194-198 

sub-indexing,  59 
"INDEX  VISIBLE,"  957,  958 

INFORMATION    AND    DATA    FILES, 

635-714 

accession  record,  647-652 
accountants',    1169-1173,    1194- 

1201 
catalog    and    pamphlet    filing, 

685,  686 

classification,  641-645 
digests,  661-666 
filing  material,  639,  640 
indexing,  653-655 
indexing  periodicals,   656-660 
lawyers',  1050-1056 
material  filed  or  recorded,  637 
notation,  607-634,  646 
periodical  indexing,  656-660 
subject  filing,  411-436 
INITIAL,  given  name,  171,  173, 174 
INITIALING  PAPERS  TO  BE  FILED, 

248,  249 

INKS,  for  writing  cards,  134,  135 
IN  RE  OR  RE,  1011 
INSURANCE, 

expiration  index,  85  a 
phonetic  index,  45-51 
policy  blank  cabinets,  927 
INVERSION,  60,  61 
article  "the,"  149 
proper   names,    150,    171,    173, 

174 

INVOICE  FILING, 
cabinets,  927 

purchase  invoices,  837-851 
alphabetically,  841-844 
invoice  register  system,  848- 

851 
voucher  system,  845-847 


are  to  sections) 

sales  invoices,  822-836 
alphabetically,  829,  830 
in    accounting    department, 

835,  836 
numerically,  831-834 


LAWYERS'  FILING,  999-1058 
alphabetic,  1000 
appealed  cases,  1018-1021 
backs,    letter,    304,    305,    1024- 

1027 

cases  appealed,  1018-1021 
correspondence,  miscellaneous, 

1038,  1039 
cross-indexing,  1007, 1010, 1013, 

1016,  1021 

day  or  service  slips,  1043-1047 
diary,  1040-1042 
digests  and  opinions,  1050-1056 
filing  of  papers,  1023-1030 
folders,  binder,  1028 
guides,  1031-1037 
indexing,  1003-1022 
legal  blank,  1057,  1058 

cabinets,  927 
legal   terms   used,  1005,  1007, 

1011,  1015 
miscellaneous,  correspondence, 

1038,  1039 

numeric  filing,  1001,  1002 
register,  1048,  1049 
terminology,   1005,  1007,  1011, 

1015 

transferring,  1034-1037 
LEADER  EQUIPMENT,  959-962 
"Alno"  type,  961 
"Marno"  type,  962 
LEDGER, 
cards,  211 

guides,  numeric,  209,  210 
LEGAL    FILING      (See    "Lawyers' 

Filing") 


288 


INDEX 


(References  are  to  sections) 


LETTER    BACKS,    304,    305,    1024, 

1027 
LIBRARY, 

architects',  1124-1127 
commercial,  690-714 
index  cards,  140,  702,  703 
index  to  books,  701-705 
supplies  required  in  indexing, 

713,  714 

LIMITATIONS,  STATUTES  OF, 
factor    in    destroying    papers, 

512,  513 
"LIMITED"  OR  "LTD.,"  indexed  as 

part  of  title,  155 
LOOSE-LEAF  INDEXES,  101-106 
LOST  PAPERS,  437-480 
misfiling, 

causes  of,  439-459 
remedy  for,  466-470 
responsibility   for,   438,   461- 

465 
missing  papers,  locating,  471- 

483 

responsibility  for  papers  out  of 
files,  468-470 

M 
"MAC,"    filing    of    (prefix),    178, 

179 

MAGAZINE    CLIPPINGS    (See    clip- 
pings, 668-684) 
MAP  FILING  CABINETS,  927 
MARKERS  (See  signals,  79-82) 
MARKS  DEFINING  ACCENT  OR  PRO- 
NUNCIATION,   filing    affected, 
183,  184,  188 
"Me," 

filed  as  "Mac,"  178 
filed  as  "Me,"  179 
MEASUREMENT, 
cards,  928-933 
filing  equipment,  927 
point,  63-65 


punchings  of  cards,  66-72 
"MECHA  MEMO,"  966 
MERCANTILE  REPORTS  (See  credit 

records,  801-821) 
METAL        TIP        GUIDES         (See 

"Guides") 
MISCELLANEOUS  MATERIAL, 

alphabetic  filing  of,   310,  312, 

325-332 

geographic  filing  of,  405 
numeric  filing  of,  385-391 
MISFILIXG, 

causes,  ^141,  142,  439-459 
locating  missing  papers,   471- 

480 

remedy  for,  466-470 
responsibility  for,  438,  461-466 

N 
NAMES, 

given,  142,  157,  174,  175 
proper    or    surnames,    170-173, 

177 

proprietary  concerns,  145,  477 
"NATURAL"  INDEX,  967-970 
NEWSPAPER  CLIPPINGS   (See  clip- 
pings,  668-684) 
NOTATION,  62,  607-634 
alphabetic,  630-632 
alphabetic-numeric,   623-628 
comparison  of  different  forms, 

633,  634 
decimal,  629 
decimal  compared  with  duplex 

numeric,  426-436 
duplex   numeric,   426-436,   612, 

618-622 

information  and  data  files,  646 
numeric,   613-617 
primary    and    secondary    nu- 
meric, 426-437 
"NUMERALPHA,"  342-345,  971 
NUMERALS,  filing  of  titles  with, 
189,  190,   191 


INDEX 
(References  are  to  sections) 


289 


NUMERIC  FILING,  364-391 

accountants',  1174-1198 

advantages  and  disadvantages, 
378-383 

architects',  1083-1093,  1121-1132 

catalogs  by  group  numeric  sys- 
tem, 715  c,  733-741 

checking  correctness  of,  369 

errors,  455-457,  475-476,  503 

guides,  208 

guides  not  required  in  trans- 
ferred files,  515 

lawyers',  1003-1033 

ledger  cards,  211 

ledger  guides,  209,  210 

miscellaneous  material,  385-391 

notation,  613-617 

assigning  file  numbers,  365, 
366,  384  b 

papers, 
marking   file   numbers,   3C9, 

370 
sorting  of,  371-374 

rules,  384 


OPINIONS,   in   legal    filing,    1050- 

1056 

ORDERS,  purchase,  769-776 
"OUT"  GUIDES,  276-278 


PAMPHLETS, 

(See  catalog  and  pamphlet  fil- 
ing, 715-759) 
(See   pamphlet  boxes,   90,   91, 

530-533) 

PAPER,  measured  by  points,  63 
PAPERS, 

arrangement  in  folders,  256-262 
authority  to  destroy,  514 
authority  to  take  from  office, 
274 


authority  to  transfer  required, 

1035,  1151 

carbon  copy  sheets,  244-247 
collection  of,  248-250,  552,  553 
destroying  of,  508-514 
eliminated    from    desks,    466, 

467 
fasten  together  by  pasting  or 

stapling,  251,  454 
initialing  of,  248 
method  of  marking  file  num- 
bers, 369,  370 
missing,  460-480 
removal  of,  270-284 
responsibility  for  filing,  270 
sorting  of,  373,  374,  554-557 
PARENTHESES, 
articles  ("a,"  "an"  and  "the") 

enclosed  in,  149 
"Incorporated"    or    "Inc."    en- 
closed in,  153,  154 
titles  enclosed  in,  151 
PASS-BOOKS,  filing  of,  858-864 
PERIODICAL  LITERATURE,  indexing. 

656-660 

"PERPETUAL,"  974-978 
PHONETIC  INDEX, 
definition,  45-51 
given     name    compounds     ex- 

cepted,  175 
operation,  194-198 
PHOTOGRAPHS, 

filing  of  photographs  and  mag- 
azine plates,  1125-1129 
progress  of  work  in  architec- 
tural filing,  1076 
PIERCE    TABULATING    CARDS    AND 

GUIDES,  235,  236 

PINS,    remove   before   filing   pa- 
pers, 251 

PLAN  OR  BLUE-PRINT  FILING  CAB- 
INETS, 927 


290 


INDEX 


(References 

PLATES,    classification    in    archi- 
tect's files,  1125,  1126 
PLURAL, 
not   used   in   assigning   titles, 

644  e 
possessive  (s')  filed  as  written, 

184 
POINT  MEASUREMENT, 

paper  and  cards,  definition,  63 
ruling,  definition,  65 
type,  definition,  64 
POLICY-BLANK  CABINETS,  927 
POSSESSIVE,  filing  of  names  car- 
rying apostrophe,  183,  184 
POWERS   TABULATING   CARDS  AND 

GUIDES,  235,  236 
PREFIXES, 
surname  prefix, 

dropped   in   phonetic  index- 
ing, 198 
treated  as  part  of  name,  156, 

182 
with  prefix  "Me"  or  "Mac," 

178,  179 
PREPOSITIONS  (of,  for,  in,  with), 

disregarded  in  filing,  180 
PRIMARY     AND     SECONDARY     NU- 
MERIC    (See     "Duplex     Nu- 
meric") 
PRINTS, 

blue-prints,  1109 
shop  drawings,  1110 
PROPRIETARY  NAM;E, 
indexing  of,  144,  145 
misflling,  477 

PUBLISHERS,  divisions  in  periodi- 
cal records,  597 

PUNCHINGS,  of  cards  and  sheets, 
definition,  66-72 

PUNCTUATION  AFFECTING  FILING, 
accent  marks,  188 


are  to  sections) 

apostrophe,  183,  184 
hyphen,  186,  187 
parentheses,  149,  151,  153,  154 
PURCHASING  RECORDS,  760-781 
catalog    and    pamphlet    filing, 

715-759 

correspondence,  777,  778 
invoices,  837-851 
orders,  769-776 
quotation  records,  764-766 
requisitions,  767,  768 
samples,  779-781 

Q 

QUOTATION    RECORDS,    in    a   pur- 
chasing department,  764-766 


RE,  1011 

READING,  definition,  73 

REAL    ESTATE    LOCATION    INDEX, 

191 

RECEIPTS, 

for  papers,  282-284 
in  architects'  offices,  1140,  1141 
RECEIVING  RECORDS, 

in  architects'  offices,  1133-1137 
REFERENCE    (See    "Cross    Refer- 
ence") 
REGISTER,  74 

accession  numbering,   696-699 
lawyers',  1048,  1049 
purchase  invoice,  848-851 
REQUISITIONS,    in    a    purchasing 

department,  767,  768 
RESPONSIBILITY, 
rules  covering — 
executives',  461-463 
file  clerks',  537  c, 
papers,  468-470 
ROD,  definitions,  75-78 
ROD  PROJECTION,  29 


INDEX 
(References  are  to  sections) 


291 


•  RULES, 

filing  department,  549-559 

filing  index  cards,  170-243 

lack  of,  438  b 

violation  of,  438  c,  461-465 

writing  index  cards,  118-169 
RULING, 

for  typewritten  cards,  137,  138 

measure  by  points,  65 

standard  ruling  of  cards,  139, 
140 

S 

"SAFE  GUARD,"  988-990 
SALES, 

commodity  record,  797,  798 

customers'  record,  790,  791 

invoices,  822-836 

manager's  file,  799,  800 

orders,  787-789 

records,  782-800 

salesmen's  records,  795,  796 

territory  records,  795,  796 
SAMPLES, 

filed     in     purchasing     depart- 
ment, 779-781 

SEASONAL  BUSINESS,  affect  trans- 
ferring, 600 
"SEE,"  147 

"See  also,"  148 
SIGNALS,  definition,  79-82 
"SIMPLEX,"  901-993 
"SIMPLIFIED,"  994,  995 
SIZES, 

cards,  131,  132,  928-933 

filing  equipment,  927 

folders  and  guides,  934 
SORTING, 

cards  (See  "Throwing") 

papers,  554-557 

in  numeric  filing,  371-374 
SORTING  TRAY,  83,  554-557 


SPECIFICATION, 

classification,  1076 

filing,  1094 
STATEMENT    METHOD    OF    FILING 

CHECKS,  865-868 
STENCIL, 

cards  for  stencil  lists,  125 

imprinting  of  folders,  317,  318 

plate  filing,  407,  408 
SUB-INDEXING, 

definition,  59 

illustration   of,   160,   161,   163, 
433 

SUBJECT  FILING,  411-436  (See 
also  "Information  and  Data 
Files") 

alphabetic,  414-421 
decimal,  422-425,  432 
indexing  numeric  subject  files, 

433-436 

numeric,   426,   436 
subject    must    be    designated, 

457 

title  or  face  sheets,  303 
SUBSTITUTION    RECORDS,    275-284 
"out"  guides,  276-278 
receipts,  282-284 
substitution  cards,  279-281 
SUPPLIES,  FILING,  935-998 
SURNAMES, 

arrangement,  144,  149-152 
filing  of,  171-174,  177,  186 
SURVEYS,  560-578 
analysis    of    filing    conditions, 

565-578 
SYNONYMS, 

cross-indexing      under      syno- 
nyms, 480 
in  information  and  data  files, 

644  d 

misfiled    papers    under    syno- 
nyms, 479,  480 


292 


INDEX 


(References  are  to  sections) 


TAB  CARDS,  84-88 

TABULATING  MACHINE  CARDS  AND 

GUIDES,  235,  236 
TERMINOLOGY,  1-94 
accountants',  1197 
architects',  1076,  1125 
of  subjects  assigned,  601-606 
THROWING,  definition,  89 
TICKLERS,  285-302 
accountants',  1202,  1203 
architects',  1152 
diary  in  lawyer's  office,  1040, 

1041 

"Mecha  Memo,"  966 
TITLES      (See     also     "Terminol- 
ogy"), 

assigned  to  files,  601-606 
filing  of,  181,  188,  189 
indexing  of,  151,  152 
TITLE  SHEETS,  303 
TRADE  FILES    (See  architectural 

filing,  1111-1122) 
TRANSFER, 
boxes 

pamphlet,  90,  91,  530-533 
shoe-box  type,  92 
drawer,  93,  527-529 
equipment,  526-533 
TRANSFERRING,  481-533 
alphabetic  miscellaneous  fold- 
ers as  guides,  516-519 
alphabetic    miscellaneous    ma- 
terial, 331,  332 
architectural,  1150,  1151 
errors  in  transferring,  449 
lawyer's  office,  1034-1037 
merging    of    periods,    499-501, 

524 
methods, 

continuous,  495-498 


multiples    of    current    files, 

489-494 

periodic,  485-488 
numeric  files,  515 
seasonal  business  affects,  600 
TRANSPOSITION, 
of  file  numbers,  456,  476 
of  names  (See  "Inversion") 
TRAYS, 

collection,  249,  250,  1144,  1149 
sorting,  83 

"TwiN  INDEX,"  996-998 

TYPE,    measured    by    points,    64 

TYPEWRITING, 

ruling  of  cards  for,  137,  138 
typewriter  ribbons,  136 

TYPING,  definition,  94 

'  U 

UMLAUT,  and  other  accent  marks 

affect  filing,  188 
UNITS, 

horizontal,  901  b,  905-910 

vertical,  901  c,  911-915 


VERSUS  OR  Vs.,  1005 

VERTICAL   FILES,    17,   18,   901   c, 

911-915 
VISIBLE  INDEX,  951,  952,  957,  958, 

963,  965,  979-987 
definition,  52 
VOUCHER, 

check  and  voucher  filing,  852- 

868 
index  to  purchase  invoice,  846, 

847 

system,  filing  of  purchase  in- 
voices,  845-847 
VOWEL  INDEX,  definition,  53-56 


UNIVERSITY  OF  CALIFORNIA  LIBRARY 
BERKELEY 

Return  to  desk  from  which  borrowed. 
This  book  is  DUE  on  the  last  date  stamped  below. 


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